Executive and Operations Assistant with Potential to Grow into Chief of Staff Role!

Posted last month
Worldwide

Job Title: Executive and Operations Assistant with Potential to Grow into Chief of Staff Role

Experience: a minimum of 3-5 years experience in a smiliar role

Location: Remote

Language Requirement: Bilingual - Must be fluent in English (Spanish is a plus)
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**Job Overview**
We are seeking a highly organized and dynamic Executive and Operations Assistant to support our fast-paced and growing team. This role is perfect for someone who has the potential to grow into a Chief of Staff position. You will be instrumental in managing administrative tasks, improving operational processes, and ensuring smooth communication within the team. Your role is crucial in supporting our Founders by protecting their time, optimizing workflows, and maintaining the highest level of confidentiality.

*Key Responsibilities*

Administrative Support:
  - Manage calendars and schedule meetings using tools like Calendly and Google Calendar, ensuring efficient use of the Founders' time.
  - Handle email communications and draft correspondence using Gmail; manage social media inquiries and responses using tools like Flick and Workplace from Meta.
  - Create and maintain template responses and scripts as directed by the CEO.

Operations Support:
- Utilize project management tools such as Trello, Asana, or Notion to oversee various projects, ensuring timely completion and delegation of tasks.
- Improve and streamline operational processes using your knowledge of Agile and Six Sigma methodologies.
- Prepare detailed weekly reports and analytics on social media engagement and email newsletter performance.

Digital and Technical Proficiency:
- Maintain and update digital content using WordPress, Weebly, and Wix; manage SEO and digital presence.
- Design graphics and edit videos using Canva and InShot, enhancing our brand’s digital footprint.
- Automate and integrate processes using Zapier to build automations where manual process can be avoided for optimization.
- Ensure all digital content is up-to-date and aligned with brand standards.

Financial and Documentation Management:
  - Process payments and manage invoices using tools like Square, Stripe, PayPal Business, and PandaDoc.
  - Keep meticulous records of all transactions and financial interactions in a secure and organized manner.

Communication and Collaboration:
- Act as a liaison between top-level management and other team members, fostering a collaborative environment.
- Use communication channels such as WhatsApp, Slack, and Google Drive to ensure seamless interaction across departments.

Confidentiality and Security:
Uphold strict confidentiality agreements (NDAs) and manage sensitive information with utmost discretion.

*Skills and Qualifications*

Essential Skills:
  - Proven experience in administrative and operational roles, with a strong desire to take initiative and grow into a leadership position.
  - Exceptional multitasking and prioritization skills, with the ability to manage multiple projects simultaneously.
  - Excellent written and verbal communication skills; comfortable drafting correspondence and communicating on behalf of executives.
  - Strong analytical skills, with a knack for identifying inefficiencies and proposing practical solutions.

Technical Proficiencies:
  - Project Management: Trello, Asana, Notion and Zapier to create automation.
  - Scheduling and Communication: Calendly, Cal.com, Google Calendar, Workplace from Meta, WhatsApp, Slack
- Content and Digital Marketing: WordPress, Weebly, Wix, Canva, InShot, Flodesk, CapCut, Jasper.ai, Flick Social
- Financial and Document Management: PandaDoc, Square, PayPal Business, GSuite
- Agile and Six Sigma knowledge to improve processes and workflows.

Language and Interpersonal Skills:
- Must be bilingual in English and Spanish, with the ability to seamlessly switch between languages.
-  Excellent interpersonal skills to work effectively across various departments and with staff at all levels.

Application Process:
To apply, please submit the following:
- A detailed resume highlighting relevant experience.
- A cover letter explaining why you are the ideal candidate for this role.
- Examples of previous work or projects that demonstrate your proficiency in the required tools and skills.
*We are excited to review your application and potentially welcome you to our team, where your contributions will be valued and your professional growth fostered.*

  • More than 30 hrs/week
    Hourly
  • Expert
    Experience level
  • US$6.00

    -

    US$10.00

    Hourly
  • Remote job
  • Ongoing project
    Project type
  • Contract-to-hire
    This job has the potential to turn into a full time role
Skills and expertise
General Virtual Assistance Tools
Microsoft PowerPoint
Virtual Assistance Focus
Digital Marketing
General Virtual Assistance Skills
File Maintenance Light Project Management
Other
Executive Support File Management
+ 4 more
Activity on this job
  • Proposals:
    5 to 10
  • Last viewed by client:
    3 days ago
  • Interviewing:
    5
  • Invites sent:
    31
  • Unanswered invites:
    13
About the client
Member since 12 May 2021
  • United States
    New York 20:11
  • 14 jobs posted
    29% hire rate, 3 open jobs
  • US$3.2K total spent
    6 hires, 3 active
  • US$9.58 /hr avg hourly rate paid
    375 hours
  • Media & Entertainment
    Small company (2-9 people)

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