Virtual Assistant

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Job Overview

Key Responsibilities

• Administrative Support:
• Manage and organize daily schedules, ensuring Gerard’s meetings and tasks are prioritized effectively.
• Coordinate team communications and act as the point of contact for internal and external inquiries.
• Event and Speaking Engagement Management:
• Research and identify relevant speaking events, webinars, and podcasts for Gerard to promote MAKO in 2025.
• Handle outreach, pitch proposals, and secure bookings for appearances.
• Coordinate logistics for events, including travel arrangements and presentation materials.
• Calendar Management:
• Maintain a dynamic and updated calendar, proactively resolving scheduling conflicts.
• Provide daily and weekly briefings on upcoming meetings, events, and deadlines.
• Project Coordination:
• Assist in tracking and managing tasks related to Shark Team projects.
• Follow up on deadlines and ensure timely completion of deliverables.
• Document and Data Management:
• Organize digital files and ensure easy access to critical documents.
• Maintain accurate records of speaking engagements, contacts, and follow-ups.
• Communication:
• Draft and respond to emails, meeting requests, and other correspondence.
• Prepare concise summaries and updates for meetings and events.
  

Qualifications

• Proven experience as an executive assistant or similar role. (Min 5 years)
• Exceptional organizational and multitasking skills.
• Excellent written and verbal communication abilities.
• Proficient in productivity tools such as Google Workspace, Zoom, and project management software (e.g., Asana, Trello).
• Experience with scheduling tools and CRM software (e.g., Follow Up Boss, Zapier).
• Familiarity with event planning and outreach is a plus.
  

Key Competencies

• Proactive problem-solving and ability to work independently.
• Attention to detail and ability to manage multiple priorities.
• Strong interpersonal skills to interact with diverse teams and external partners.
  

Preferred

Desired

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