Sr. Virtual Assistant

JOB OVERVIEW
The Administrative Assistant’s primary responsibility is to provide high quality administrative support to the President. Because of the access to sensitive and confidential information, it is essential that the AA maintain the highest level of integrity and exercise discretion in all aspects of the position.

This role is designed to manage the flow of information delivered to the President, prepare and/or review outgoing correspondence, ensure follow-up of relevant tasks and communications, schedule and coordinate meetings, capture, record, and provide relevant statistical data.


Key Accountabilities

Indicators of Effectiveness
Principal administrative contact and liaison Maintain good and appropriate working relationships with clients, prospects, licensees, students, Strategic Alliance Partners, and Vendors, take calls/return messages for non-essential issues, escalate relevant issues to the President as applicable
Manages complex calendars Document relevant events in appropriate calendars in a timely manner and as expected
Plans, coordinates, and ensures President’s schedule is followed and respected Maintains customer updates with effective reminders, documents relevant events, and protects the President’s schedule from irrelevant events
Schedule and prepare for Meetings. Ensure agenda and relevant documents distributed, meeting scheduled appropriately. Gather necessary documents and discussion points prior to meeting.
Appointment Setting and appointment verification
Appointments are set according to the given parameters, verification emails / phone calls are made on schedule
Managing VP’s schedule / calendar
Schedule /Calendar is kept accurate and communicated with VP effectively
Mailing of sales / follow up materials
Mailers are sent in a timely manner, and sales database is updated accurately
Provide support in customer acquisition activities Assistance in prospecting phone calls, letter writing, scheduling is done efficiently and timely
Provide historical reference and research data for upcoming meetings, events, and discussions Anticipate and provide information and details the President will need to support the meeting ---------- velop, implement, review, and administer office system procedures Ensure processes are up-to-date by doing annual audit of current systems. Document new procedures in a timely ---------- municates with clients, prospects, licensees, students, Strategic Alliance Partners, and Vendor to follow-up on open items fro ---------- etings/discussion with President Ensure President is kept abreast of communications only as relevant and ---------- munications need to be accurate and ---------- itiates and monitors follow-up action-steps regarding correspondence and after conference/meetings Communication should be accurate, relevant, and timely
Delegation of tasks to team, internal and external Provide accurate, timely, and detailed direction to team in regard to required tasks. Ensure deadlines will be/are met as expected.
Schedule meetings for the President Ensure meetings are relevant, timely, and scheduled for an appropriate ---------- te meetings on President’s calendar, and ---------- pose and edit internal/external communications ---------- mos, emails, general correspondence Document accurate and relevant details according to process
Gathers and analyzes data for administrative reporting Keep necessary and relevant metrics according to process
• Assist in customer & prospect database management – including: refining, qualifying, verifying, updating
• Data entry is done efficiently and error free
Create and maintain filing system for executive paperwork File accurately and according to process


Necessary Skills and Attributes:

Skills and Attributes

Details
Excellent Microsoft Office skills (Word, Excel, & PowerPoint)
Able to compose and edit professional Word documents & letters, Create & edit spreadsheets, create & edit PowerPoint presentations

Excellent Verbal & Phone skills Is personable and professional on the phone, able to quickly develop rapport with clients /prospects

General Computer Skills with aptitude for learning new programs Able to navigate effectively through a computer while maintaining an organized data file. Eager to learn new ---------- dustry Experience not required

Excellent interpersonal skills Ability to relate professionally to co-workers and clients / prospects at all times

Excellent Communication skills Adept at speaking on the phone, writing professionally and communicating effectively with co-workers

Attitudes and Behaviour Ability to work well in teams, self-starter, pleasant/helpful/optimistic, minimal supervision required, enjoys helping ---------- ARACTER TRAITS
Gratitude
Contribution
Win-Win-Win
Abundance
Optimistic
Mentorship
Energized
Inquisitive
Authenticity
Respect
Integrity
Growth