Virtual Executive Assistant

4 days ago

Hull, Massachusetts, United States juli Full time
Job Overview

We are seeking a highly skilled Virtual Executive Assistant to provide exceptional administrative support to our executive leadership team. As a key member of our team, you will play a crucial role in ensuring smooth day-to-day operations and facilitating effective communication between the executive team and internal/external stakeholders.

Key Responsibilities
  • Manage complex calendars, schedule meetings, and coordinate appointments across different time zones.
  • Handle confidential and sensitive information with the utmost discretion.
  • Prepare and organize meeting materials, agendas, presentations, and reports.
  • Coordinate travel arrangements, including flights, accommodations, and itineraries for both domestic and international trips.
Communication
  • Act as a point of contact between the executive team and internal/external stakeholders.
  • Draft, proofread, and independently send emails, documents, and communications on behalf of the CEO.
  • Attend meetings, take minutes, and follow up on action items to ensure timely completion.
Project Management
  • Assist with executive-led projects, ensuring deadlines are met and milestones are achieved.
  • Track progress on key initiatives and communicate updates to relevant stakeholders.
  • Coordinate cross-functional projects involving multiple departments and external partners.
Event Planning & Coordination
  • Organize company events, executive off-sites, and team-building activities.
  • Arrange logistics for client meetings, board meetings, and other corporate events - remote and in-person.
Data Management & Reporting
  • Maintain and organize files, records, and documentation for easy retrieval.
  • Prepare reports, dashboards, and summaries for the executive team based on company data.
Relationship Management
  • Build strong working relationships with internal teams, external partners, and clients.
  • Anticipate the needs of executives and provide proactive support.
Requirements
  • Fluent in English (spoken and written). Fluent in German is preferred but not required.
  • 3+ years of experience as an Executive Assistant, preferably in a tech company, health industry or fast-paced environment.
  • Proficient in Google Workspace products (Gmail, Google Drive, Docs, Sheets, Slides and Forms) or the Microsoft Office Suite equivalent (Word, Excel, PowerPoint) and familiarity with project management tools (e.g. Notion, Trello) and communication platforms (e.g., Slack, Zoom). Familiar with Superhuman a plus.
  • Exceptional ability to prioritize tasks, manage time efficiently, and handle multiple responsibilities simultaneously.
  • Strong communication and interpersonal skills with a high level of emotional intelligence and professionalism.
  • Ability to anticipate issues, think critically, and offer creative solutions.
  • Willingness to adapt to changing priorities and work in a fast-paced, dynamic environment.
  • Demonstrated ability to handle confidential information with integrity and discretion. Trustworthy and reliable to complete tasks unsupervised.
Preferred Qualifications
  • Experience working with senior executives in a global company.
  • Familiarity with startups in the tech industry and its fast-paced nature.
  • Experience working across different cultures and time zones.
  • Basic knowledge of project management methodologies.
  • Some background in accounting/finance as well as legal knowledge in setting up agreements for startups is a plus.
  • Works from one of the following time zones: CET, BST, Eastern or Central Time zone or should not be more west than Switzerland
What We Offer
  • Competitive monthly salary
  • Opportunity to work with a talented and passionate team.
  • Flexible work environment (work remote and asynchronous).
  • Unlimited PTO

Interested candidates are invited to submit their resume and a cover letter explaining their qualifications and why they are a great fit for this role. Applications should be sent to and the email subject line should read "EA Support Application: [YOUR FIRST AND LAST NAME]", e.g. EA Support Application: John Doe

juli is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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