Job Description
1. Calendar Management:
Schedule and coordinate appointments, meetings, and events for executives. Manage and prioritize the calendar to optimize efficiency and productivity.
2. Email and Communication:
Monitor and respond to emails, filtering and prioritizing messages.
Draft and edit professional correspondence on behalf of executives.
3. Travel Coordination:
Arrange travel itineraries, including flights, accommodations, and ground transportation. Ensure all travel arrangements align with executive preferences and company policies.
4. Document Preparation:
Prepare and edit reports, presentations, and other business documents. Create and maintain organized electronic filing systems.
5. Task Prioritization:
Analyze and prioritize tasks to meet deadlines and achieve organizational goals. Anticipate needs and proactively address issues before they arise.
6. Meeting Support:
Schedule, coordinate, and prepare materials for meetings.
Attend meetings, take minutes, and distribute follow-up actions as needed.
7. Research and Analysis:
Conduct research on various topics to support decision-making.
Summarize information and present findings in a clear and concise manner.
8. Confidentiality:
Handle sensitive information with discretion and maintain confidentiality at all times.
9. Virtual Office Management:
Utilize virtual collaboration tools to facilitate communication and teamwork. Troubleshoot technical issues and coordinate virtual meetings.
10. Task Delegation:
Assist in managing tasks and projects by coordinating with other team members. Delegate tasks to appropriate personnel based on priorities and workload.
Working Conditions:
The working hours are dependent on the client, with potential shifts ranging from 3 pm to 12 am, 5 pm to 3 am, and/or 7 pm to 4 am South African time (SAST). Please note that working hours are based on the US time zone.
Minimum Required Qualifications
- Proven experience as an executive assistant or in a similar administrative role.
- Excellent organizational and time-management skills.
- Strong written and verbal communication skills.
- Proficient in virtual collaboration tools (e.g., video conferencing, project management software).
- High level of proficiency in office productivity tools (e.g., Microsoft Office, Google Workspace).
- Ability to work independently and take initiative.
- Strong problem-solving skills and attention to detail.
Education and Experience:
Bachelor’s degree in business administration or a related field is preferred. Previous experience supporting C-level executives is an advantage.