Full-time
Executive Administrative Assistant (Event and Travel Industry)
Posted on 31 May 24 by Virtual Work World
- $880 - $1000 per Month
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Job Description
Role: Executive Administrative AssistantContract: Full-time Remote Contractor (up to 44 hours weekly / 176 hours monthly)
Business Hours: Monday - Friday, and shifting weekend schedule:
- Monday to Friday from 10 AM to 7 PM EST (with lunch and breaks included)
- Saturday or Sunday from 10 AM - 2 PM EST
Availability to Start: Immediately
Additional Info: Additional perks are included in the compensation structure | Performance-based Bonus
Client's Profile
This US-based company redefines the beauty industry with a full-service approach to bridal and event beauty services. We emphasize innovation, education, and a culture where every professional's voice is valued. Specializing in South Asian/Indian weddings, our team excels in makeup and hair artistry for fashion, editorial, and film productions. Operating in key locations across the East Coast and available for destination weddings, we use top-ranked skincare and cosmetics backed by scientific research to ensure a long-lasting, exquisite look.
What you'll do
As an Executive Administrative Assistant, you will be instrumental in ensuring the smooth execution of administrative and executive functions within our organization. We are seeking a highly autonomous and detail-oriented individual who excels in multitasking, possesses strong organizational and time management skills, and is proficient in utilizing various digital platforms and tools to streamline administrative tasks and enhance operational flow. Your role will encompass providing high-level support to the CEO and the CEO's Executive Assistant, managing events, handling travel arrangements, and assisting with HR and digital marketing tasks. Success in this position involves delivering exceptional organizational support, improving operational efficiency, and maintaining effective communication. Key responsibilities include:
Executive Support:
- Provide comprehensive administrative support to the CEO and the CEO's Executive Assistant, including managing schedules, drafting communications, and handling correspondence.
- Assist with invoice and contract creation for clients and coordinate travel bookings for the CEO and staff.
- Attend staff meetings, create reports, and prepare presentations on behalf of the CEO.
- Manage event scheduling, including client and staff events, and assist with wedding itineraries and timelines.
- Offer administrative services to the client's portfolio companies as needed.
HR and Administrative Support:
- Screen and interview candidates for open positions, schedule interviews, and coordinate the hiring process.
- Maintain applicant tracking and onboarding documentation.
- Provide coverage and assistance when the Executive Assistant is out of the office.
- Support various tasks and projects across multiple related businesses.
- Demonstrate adaptability and willingness to learn new areas of the business.
Digital Marketing Support:
- Assist with content editing for social media postings, scheduling content, and moderating social media platforms.
- Engage with comments, share stories, and user-generated content on social media.
What you should have
Must Haves:
- At least three years of experience in roles such as Executive or Administrative Assistant, Operations Manager, Chief of Staff, or similar positions.
- Proven experience working directly with CEOs or multiple executives.
- Experience working remotely with companies in the US, Canada, UK, or AU.
- Proficiency in Google Workspace or Microsoft Office Suite (Docs, Sheets, Slides, etc.).
- Strong skills in drafting professional, clear, and concise communications.
- Experience in handling staff communications, scheduling, and event coordination.
- Project management experience, including managing tasks and deadlines, updating assignees, and reporting (experience with Trello or Asana is a plus).
- Experience managing client and vendor communications.
- Outstanding organizational skills, excellent time management, and meticulous attention to detail.
- Ability to multitask and prioritize tasks effectively.
- Minimum 50 Mbps Internet Speed
- Minimum intel i5 8th gen with 8GB of RAM
- Webcam and Headset
- Designated Office Space in your home
Nice to Haves:
- Experience in event planning or wedding planning is a plus.
- Familiarity with South Asian customs is a big plus!
Who you are
- You have a proactive approach to tasks, demonstrating initiative and independence.
- You are open to feedback and adaptable to learning, actively seeking clarification to ensure accuracy.
- You are reliable and trustworthy, consistently delivering efficient and effective results.
- You excel in both collaborative and independent settings, adeptly managing priorities.
- You possess outstanding organizational skills, excellent time management, and meticulous attention to detail.
- You are a problem solver who can adjust communication styles based on the audience.
- You are tech-savvy, with a knack for quickly learning and adapting to new software and systems.