Virtual Executive Assistant

OVERVIEW

Enhancor is a customer service firm specializing in outsourced accounting, regulatory compliance, information technology, and financial services for real estate and property management companies based in the U.S. With offices in New York and Pune, Enhancor provides 24/7, around-the-clock resources to its clients. The Enhancor team has experience interfacing with some of the largest property managers in the world, providing services to multi-family operators, including those with more than $7 billion in real estate assets.

SUMMARY

A Virtual Executive Assistant provides extensive administrative support to the designated individual or team remotely. Their responsibilities include managing calendars, scheduling appointments, coordinating meetings, facilitating communication, organizing files and reports, making travel arrangements, and supporting various projects. This role demands discretion, exceptional time management skills, adaptability, and proficiency with technology. Ultimately, the Virtual Executive Assistant plays a vital role in ensuring the seamless execution of tasks assigned by the designated individual or team, thus contributing significantly to the organization's overall success.

RESPONSIBILITIES

Ø Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communication on the executive’s behalf.

Ø Maintaining comprehensive and accurate records.

Ø Strict maintenance of confidentiality for all information under his/her purview.

Ø Performing minor accounting duties.

Ø Keep executives organized and informed.

Ø Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary.

Ø Take minutes during meetings and follow up accordingly.

Ø Act as the point of contact among executives, employees, clients, and other external partners.

Ø Prepare weekly, monthly, and/or quarterly reports and presentations.

Ø Manage and maintain executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments.

Ø Provides project and budget management, space requirements, IT coordination, and all other support required for these various events and meetings.

Ø Handle phone and email correspondence with tact, discretion, and good judgment.

Ø Keep track of all open items/agendas using project management tools.

Ø Lead and coordinate travel itineraries and related meetings and arrangements.

Ø Monitor, screen, respond to, and distribute incoming communications.

Ø Liaise with internal staff at all levels.

Ø Review operating practices and implement improvements where necessary.

Ø Prepare checks and documents for signature and review.

Ø Maintain and help prioritise the to-do list of executives.

QUALIFICATIONS

Ø A seasoned professional with more than 5 years of relevant experience.

Ø He/she would be based in the Pune office and might need to work in various U.S. time zones.

Ø Bachelor’s degree or equivalent qualification in the relevant domain.

Ø PA diploma or certification is a plus.

Ø Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite.

Ø Experience using project management and Microsoft suite tools.

Ø Knowledge of standard office administrative practices and procedures.

SKILLS

Ø Excellent verbal and written communication skills.

Ø Excellent time management skills and ability to execute work remotely.

Ø Ability to multitask and prioritise tasks.

Ø Powerful interpersonal skills and ability to build relationships with key stakeholders.

Ø Organisational and planning skills.

Ø Information gathering and monitoring skills.

Ø Problem-analysis, problem-solving skills, and proactive.

Ø Judgment and decision-making ability.

Ø Self-motivation and discipline.

Ø Initiative, Confidentiality and Adaptability

Ø Attention to detail and accuracy.