Executive Assistant

Executive Assistant

We are looking for a Full-Time Virtual Executive Assistant to join our growing team for our printing business in Southern California, and would like to hire someone experienced from the Philippines for a long-term position, Graveyard Shift only!

Your Responsibilities:
- Communicate daily directly with Team members in Southern California (Pacific Standard Time - PST zone)
- Assist our Executive Team Production Manager and COO for Front-End Sales, Production & Marketing tasks
- Reading and analyzing incoming emails/information, submissions, and organize them as needed
- Organize daily tasks for each management Team Member at the beginning and end of each working days
- Organize files on our online filing system
- Organize data on Excel, Google Sheets, Asana, Slack, and other Front-end apps
- Organize data onto our printing software system
- Organize emails (multi-Gmail delegation) & retrieve information/files on various systems
- Data entry using Excel, Google Sheets, Asana, Slack, and other Front-end apps
- Data entry using our printing software system
- Data entry from emails (multi-Gmail delegation) onto various systems
- Any other Front-end Sales, Production & Marketing tasks that surfaced

Job Requirements:
- Excellent verbal & written English communication
- Minimum basic understanding of common American-English shorthand vocabulary & abbreviations
- Can multi-task at least 5 complex project/workflows at any given moment under pressure, while keeping an eye for constant communication (messaging or email). Must be able to meet deadlines in a fast-paced & quick-changing environment.
- Prioritize & adjust daily as needed ~ Ability to work effectively with minimal supervision, while organize a daily workload by priorities. Anticipate future needs and deadlines, quick yet reliable re-organization for all tasks (range from simple to complex)
- Critical Thinking & Be Proactive ~ come up with solutions & ideas by thinking 'out-of-the-box' for different scenarios, proactive approach to problem-solving with good decision-making skills. Continually look for a better way of doing things.
- Fast scanning & good memorization skills ~ Reading, analyzing, researching and organize data to provide the correct necessary information for the appropriate Dept or Team member.
- Provide administrative support along with exceptional attention to details ~ Work closely and effectively with assigned management Team Members to keep him/her well informed of upcoming commitments and responsibilities for that day, the next day, and entire week.
- Team-oriented philosophy ~ Capacity to quickly learn organizational structure & the objectives of the Team, providing continual updates on internal & external department requests, treat confidential information with appropriate discretion.
Strong interpersonal & communication skills ~ preferably with excellent office professional & marketing written knowledge, and personalized communication skills are critical factors in the daily administration of this position
- Can work Graveyard Shift between M-F 8AM to 6PM (GMT -8hrs)
- Can be on virtual calls with 2 management Team Member to take daily notes & update various tasks
- Can accommodate scheduled weekly meetings & trainings during California work hours, and Taiwan/Philippines time zone as needed (Even if already worked 10 hours on the same day)
- Has work experiences of: Virtual Assistant (must), Schedule Organization, Data System Entry, Email Management, Sales or Marketing. Team-oriented related work experiences (minimum 2 years, prefer 5+yrs if combined)
- Has Microsoft Office & Adobe Reader applications, AND good knowledge of Excel & Word features
- Good understanding of Google Drive & Google Sheets/Docs, including editing & sharing features
- Good knowledge of Gmail system & Delegation features
- Fast-learner on new softwares & applications

Required Equipments:
- Reliable computer (minimum of 12Gb RAM) with mouse, which can run & operate at least 8+ apps with 5+ browser windows (5+tabs each) at the same time
- Noise-cancelling headset with mouthpiece (minimum 15+hr talk time if wireless)
- Additional computer or TV screen to effectively monitor various projects' progress
- Stable wired internet connection (minimum of 30/40Mbps), NOT pre-paid wireless modem dependable on cellular network only

Desired Personal Qualities:

- More important than qualifications – those are the personal qualities that we are looking for in our team members!
- Self-Starter & able to perform efficiently in a fast-paced & intense work environment.
- Can learn alone effectively & pro-actively complete tasks with accuracy, after ONLY basic training & given information from Team members or other resources.
- Open, honest and direct about personal needs, knowledge, abilities, availability and interests.
- Loyal & caring for personal work space and other Team members.
- Smart & capable of adjusting to sudden transitions & rapid-changing work environment.
- Understanding & acceptance of various work mode personalities, especially under pressure or time-constraints.
- Serious attitude ~ Wants to be taken seriously and can contribute significantly to the workplace at the present & future.

What you'll get:

* Work from home every day!
* Minimum 40~50+ hours per week!
* Paid Training & additional hours
* Payout every other Friday
* Possible yearly bonus based on performance - 13th month bonus
* Birthday & Major USA Holidays Off

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