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Virtual Executive Assistant
Job Summary
I'm a first-time executive looking for a seasoned assistant who can bring years of experience with other executives to bear in helping me learn to do this job more efficiently and calmly. I need someone proactive and detail-oriented with excellent communication skills to help me manage and optimize my business relationships, inbox, calendar, travel, and online filing systems.
This is not an entry-level position. You MUST have at least 2 years of experience supporting other executives. I communicate frequently via text, email, and zoom. This is a part-time role, starting between 10-20 hours per month. Depending on how we work together, this could increase to more hours per month. This is a fully remote position.
TASKS AND RESPONSIBILITIES:
Maintain calendar, arrange calls, meetings, and conferences while making sure that all details are handled in a clear and organized manner.
Hand-address envelopes with blank cards inside to anyone who I should be sending a birthday, anniversary, or thank-you card to, and batch/mail them to me ahead of time so that I can easily jot down notes of thanks or acknowledgement.
Book all travel arrangements, including lodging, transportation, and activities. Text me while I'm traveling to remind me to take pictures for company social media accounts.
Track and communicate daily plans in a shared Google calendar.
Leverage my CRM and social media accounts to make flashcards ahead of important conferences and events.
Help me find things in online filing systems, and organize them so other people can find them, too.
After trust is built, help monitor my inbox and emails while I'm traveling, including forwarding requests to other team members, and responding to clients and business contacts.
KNOWLEDGE & SKILLS:
Ability to manage multiple incoming requests, while ensuring that they are relayed or handled at the appropriate time, in the necessary order, and in the correct manner
Deep experience/comfort with Google Apps, plus ability to quickly learn new software applications (we use Zoom, Basecamp, Copper CRM, and G-Suite)
Capacity to set up new systems and processes in order to streamline work
Friendly, legible handwriting
Stickler for spelling and grammar (typos drive me nuts and erode customer trust)
Willingness to offer caring and candid feedback about how I can improve my workflow and productivity
EDUCATION AND EXPERIENCE:
At least 2+ years of experience as a virtual assistant for a CEO or Executive Director
Ability to handle several requests per day
Exceptional ability to communicate progress on multiple projects
Highly organized and efficient
Trustworthy with strong personal integrity
Experience managing calendars
Respond to requests that arrive from 8am-4pm by 8am the following morning (Pacific time).
Proven ability to prioritize tasks
Perfectionist, super attention to detail
Since this is a virtual position, must be a self-starter, self-motivated, and able to work independently with minimal oversight
Must be comfortable developing and working in a virtual relationship, and having limited amount of face-time
HOW TO APPLY:
If interested, please apply by clicking the "Apply" button and sending an email to the address provided with subject line, Virtual Executive Assistant . Please answer the following ten questions in the body of your email, and attach a PDF resume. Thank you!
- Please tell me about your professional background and experience in support work. Be specific; I'm genuinely curious!
- I travel a lot throughout Washington, Oregon, Idaho, and Alaska. What websites would you look at to find the best deals on flights, hotels, and car rentals? How would you help manage my calendar? Please be specific and include details about time changes, handling missed appointments, how to make sure I get to appointments on time, etc.
- Assume I've just arrived in Spokane and my luggage-- including twelve 20-page custom pitch books for an upcoming presentation-- has been lost. I need the pitch books in 5 hours, but I have back-to-back meetings between now and then. How would you handle this?
- Imagine it's a week with one workshop, one in-person lunch meeting, five zoom calls, and three phone calls on my calendar and I get sick and lose my voice. What would you do?
- How would you respond if someone on my team other than me asked you to do an administrative task for them?
- If I make multiple requests at once, how would you prioritize them?
- Tell me a story about a time you helped a previous employer improve an internal process and stop doing something the hard way.
- I need an assistant who can think quickly and resolve issues or tasks with minimal input from me. Give me one very specific example of an issue or task that you resolved with minimal assistance in the past.
9.Please tell me about your long-term career goals. What do you hope to gain with this position?
- How would your last employer describe your personality? What would they say is your strength and what is your weakness?
