Virtual Executive Assistant

Position Overview:

We seek a highly organised and proactive Virtual Personal Assistant to provide comprehensive support to our executive team (CXO) remotely. The ideal candidate will possess exceptional communication skills, meticulous attention to detail, and the ability to efficiently manage various administrative tasks in a virtual environment.

Responsibilities:

Meeting Management:

• Schedule and coordinate virtual meetings, including arranging conference calls and setting up video conferences.
• Manage calendar appointments and reminders, ensuring accuracy and efficiency in scheduling.
• Communicate effectively with internal and external stakeholders to confirm meeting details and agendas.

Communication Support:

• Draft and respond to emails on behalf of executives, maintaining professionalism and confidentiality in all correspondence.
• Facilitate seamless communication between executives and team members, relaying messages and action items as needed.
• Manage incoming inquiries and requests, prioritizing and delegating tasks appropriately.

Travel Coordination:

• Research and book flights, hotels, and ground transportation for business trips.
• Ensure travel arrangements align with executive preferences and budgetary guidelines.
• Maintain up-to-date travel itineraries and provide timely updates on changes or disruptions.

Expense Tracking and Reporting:

• Monitor and track expenses incurred by executives, ensuring accurate documentation and timely reimbursement.
• Prepare expense reports and reconcile financial records to maintain transparency and accountability.
• Coordinate with accounting and finance departments to streamline expense management processes.

Task Prioritization and Time Management:

• Organize and prioritize daily tasks and responsibilities for executives, balancing competing priorities and deadlines.
• Implement effective time management strategies to optimize productivity and minimize disruptions.
• Proactively identify and address potential scheduling conflicts or bottlenecks to ensure smooth operations.

Qualifications:

• Proven experience as a Virtual Personal Assistant or similar role, preferably in a remote work setting.
• Exceptional organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.
• Strong written and verbal communication skills, with proficiency in drafting professional emails and correspondence.
• Proficient in using virtual communication tools such as Zoom, Microsoft Teams, and Google Meet.
• Familiarity with expense tracking software and proficiency in Microsoft Excel or Google Sheets.
• Ability to work independently with minimal supervision and exercise sound judgment in decision-making.
• Flexibility and adaptability to accommodate evolving priorities and dynamic work environments.

Education and Experience:

• Bachelor's degree in Business Administration, Communications, or related field preferred.
• Minimum of 2-3 years of experience in administrative support roles, preferably in a remote or virtual capacity.
• Experience in travel coordination, meeting management, and expense tracking is highly desirable.

Location:

This is a remote position, allowing for flexible work arrangements. Candidates must have access to a reliable internet connection and a dedicated workspace conducive to virtual collaboration.

Salary commensurate with candidate's experience and qualifications

How to Apply:

Interested candidates required to complete below assessment, submission link mentioned in below documents. https://docs.google.com/document/d/1h7pM98LUirWeEtifVHDoFmbWR89FB-33/