Full-Time Executive Assistant

We are seeking a remote Executive Assistant to join our team.

Responsibilities:

1. Executive Assistance: Act as the central point of contact, managing communication flow between the CEO, employees, fractional staff, and clients. Meticulously organize and optimize the CEO's daily schedule, overseeing appointments, and ensuring real-time updates to the calendar. Uphold a strict level of confidentiality in handling sensitive information, displaying discretion and professionalism at all times. Coordinate executive communications, including screening calls, responding to emails, and facilitating client interactions.
2. Support Leadership Team on Expansion Projects: Assist in project planning, coordination, and implementation. Conduct research and provide analysis for decision-making. Coordinate meetings, prepare agendas, and document meeting minutes. Follow up with team members to ensure timely completion of action items.
3. Vendor Communication: Serve as the point of contact for IT and communications support vendors. Coordinate with vendors to address any issues or requirements. Maintain strong relationships with vendors to ensure effective service delivery.
4. Administrative: File staff daily/weekly reports and leave requests. Follow up on missing or pending reports to ensure timely submission. Maintain a master password list, tech stack information, and other vital company data. Establish and maintain an organized filing system for easy retrieval of documents. Manage company active emails and communication/VOIP dashboards. Oversee SharePoint management for efficient document sharing and collaboration.
5. Sales & Marketing Support:
   • Marketing: Coordinate podcast activities, including scheduling, production support, and post-production. Update scheduling links based on CEO's availability and requirements. Manage the Podcast Brain spreadsheet for guest and episode information. Assist in podcast production including: Confirming meetings, prep calls, and podcast recordings, and handle any necessary rescheduling or reconfirmations. Sharing guest information, including BIO, headshots, and social media URLs, with the production team. Perform podcast episode release tasks, including promotional asset checks for accuracy and quality assurance. Notify guests when their episode goes live and ensure all staff members are notified of new episode releases. Facilitate social media posts, ensuring coordination with the Social Media Management partner for content and posts. Prepare and draft content for podcast-related communications ensuring coordination with the Email Marketing partner for timely distribution. Update Asana boards with relevant information and tasks related to podcasts and maintain comprehensive relationship spreadsheets.
   • Sales: Assist in sales activities by reconfirming and rescheduling sales calls, scheduling appointments. LinkedIn connections: transferring new contacts to HubSpot for streamlined communication. Regularly review and withdraw pending connection requests over one month old. Assist in updating the Sales and Marketing reporting, providing accurate and up-to-date information.

What is the last date for applying to the job?

Which countries are accepted for this remote job?