Executive Assistant

Posted 4 weeks ago
Worldwide

Communications Connoisseur. Versatility Viking. Calendar Champion. Planning Pioneer. Organization Oracle.

The primary responsibility for the Executive Assistant is to ensure the time and energy of AweLuv’s CEO is supported, cherished, and protected at all times and from all angles. Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the executive office.

Responsibilities:

Calendar Maintenance and Meeting Management
● Maintain a comprehensive calendar for the CEO, ensuring that meetings are scheduled, without conflict and all parties are notified
● Manage travel logistics and activities for the CEO, including accommodations, transportation, and meals
● Coordinate with stakeholders on priority meetings, scheduling them efficiently
● Ensure the CEO is prepared for meetings and events by:
○ Coordinating logistics
○ Researching and preparing briefings
○ Creating agendas for high-priority internal and external meetings
● Take notes and curate key calls to action during meetings, ensuring they are transferred to project management software with key team members assigned
● Audit the CEO’s personal and company calendars on a daily basis for any discrepancies, time conflicts, and missing information. Update CEO on changes
● Coordinate CEO’s personal and business-related bookings and communications effectively
● Maintain professionalism and strict confidentiality with all materials
Email Organization
● Regularly review all written content to ensure that:
○ Meeting attendees are notified of the correct meeting locations
● Team records are accurate and comprehensive
● Manage flow and organization of all AweLuv public facing inboxes, ensuring a high rate of responsiveness (Inbox split)
● Create drafts and templates for email correspondence on behalf of AweLuv’s CEO for review and use

File Organization and Management
● All files received via email are saved to the Dropbox and/or Google Drive in their appropriate folders
● Develop an effective naming convention for files.
● Create and implement a framework for optimizing filing systems.
● Dropbox and Google Drive are audited on a quarterly basis to ensure files are in the right place and named appropriately.
● Tracks expenditures and receipts for expense management.
The Executive Assistant will collectively review these measures on a regular basis, and make additions, changes or adjustments as necessary.

Additional Competencies:
● Proactive Problem Solver. Solution oriented
● Attention to detail. Does not let important details slip through the cracks or derail a project.
● Tech Savvy. Love for improving electronic systems and frameworks
● Communication. Speaks and writes clearly and articulately without being overly verbose. Maintains this standard in all forms of written communication.
● Openness to criticism and ideas. Often solicits feedback and reacts calmly to criticism or negative feedback.
● Enthusiasm. Exhibits passion and excitement over work. Has a can-do attitude.
● Flexibility/adaptability. Adjusts quickly to changing priorities and conditions. Copes effectively with complexity and change
● Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
● Proficiency with office productivity tools and an aptitude for learning new software and systems

Awe Luv Core Values
Every member of Team Awe Luv is expected to operate with our core values and competencies at the forefront.
● We operate with radical transparency and honesty
● We create elevated work which removes barriers to understanding
● We operate in ways that affirms ours, and others, gifts
● We are forever students who are constantly learning and growing, even at what we’re already good at.
● We will operate in our zones of genius and zones of excellence as much as possible.
● We show up authentically as ourselves in all ways
● We ask you to challenge us, and yourself, every day. Opposing viewpoints are valued and thoughtful disagreement is encouraged
● We are proactive and strategic thinkers that seek to not be left reacting to things that could have been foreseen. We operate with the end in mind.
● We collaborate and support each other without shame or judgment. Team is a verb.
We will have fun as we do it all.

  • More than 30 hrs/week
    Hourly
  • Expert
    Experience Level
  • $10.00

    -

    $19.00

    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
Executive Virtual Assistance Services
Draft Correspondence Corporate Event Planning
+ 1 more
Executive Virtual Assistance Skills
File Maintenance Form Development
+ 2 more
Other
Executive Support Email Communication
+ 1 more
Activity on this job
  • Proposals:
    10 to 15
  • Last viewed by client:
    2 weeks ago
  • Interviewing:
    6
  • Invites sent:
    7
  • Unanswered invites:
    0
About the client
Member since Jul 3, 2013
  • United States
    Chicago 12:56 AM
  • 4 jobs posted
    100% hire rate, 1 open job
  • $24K total spent
    7 hires, 0 active
  • $17.18 /hr avg hourly rate paid
    1,288 hours

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