Executive Assistant (ML - 05282024 - PTEA)

Position: Executive Assistant

Number of hours: 20 hours/week
Schedule: London Time

Tasks required:

• Maintain and coordinate executive calendars, ensuring effective time management and scheduling of meetings, appointments, and travel arrangements

• Serve as the primary point of contact between executives and internal/external stakeholders, including screening and prioritizing emails and phone calls

• Plan, book, and organize complex domestic and international travel itineraries, including flights, accommodations, and ground transportation as needed

• Prepare and edit reports, presentations, and documents, while maintaining an organized filing system for easy retrieval

• Assist in preparing meeting agendas, taking meeting minutes, and ensuring timely distribution of materials to participants

• Provide project support by conducting research, gathering data, and assisting with project coordination and follow-ups

• Handle sensitive and confidential information with the utmost discretion and professionalism

• Proactively identify and resolve administrative issues, demonstrating a solution-oriented approach

• Collaborate effectively with other team members and departments to ensure seamless workflow and the achievement of organizational goals

• Other ad hoc tasks that would be assigned

Requirements:

• Proven work experience as a Virtual Executive Assistant for C-level executives or a relevant role

• Familiarity with current technologies, like desktop sharing, cloud services and VoIP (GSuite, Zoom, Slack, Asana, Notion, etc.)

• Strong proficiency in office software and communication tools (MS Excel, MS Outlook, MS Powerpoint, etc.)

• Knowledge of online calendars and scheduling (Calendly, Google Calendar)

• Excellent verbal and written English communication skills

• Discretion and the ability to handle confidential information

• Excellent phone, email and instant messaging communication skills

• Highly organized and detail-oriented; able to efficiently prioritize multiple tasks

• Adaptability and a proactive mindset

• Professional demeanor and strong interpersonal skills

• Ability to work independently and in a team-oriented environment

• Self-disciplined and organized; able to consistently hit daily and monthly targets with limited supervision