Seal Shield, LLC

Executive Assistant / Personal Assistant

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TYPE OF WORK

Any

SALARY

$500+ per month for full time, based on experience. Pro-rated for part time. Opportunity for raise within first 6 months.

ID PROOF

60

DATE POSTED

Jul 01, 2022

JOB OVERVIEW

I am the President of Seal Shield, LLC, and am in need of an experienced personal and administrative assistant.

This full time or part time (minimum 20 hours per week, but prefer full time) position is an assistant role primarily to me, the President/ General Counsel, but also, to a lesser extent as time permits, the VP of Human Resources and IT. The main objective is to provide executive support to the President/ General Counsel. You will be performing the duties outlined below and as assigned by the President/ General Counsel and VP of HR/IT. I am looking for someone with English level C2(Advanced/Mastery).

The list of primary duties for this role includes, but is not limited to the following:
• Maintain the President/General Council’s calendar confidentially and purposefully, ensuring meetings contain the appropriate attendees, agenda items, and any changes are done with full consideration of a nationwide team, spanning multiple time zones
• Handle daily administrative duties that include managing an active and frequently changing calendar of appointments, composing correspondence, arranging travel, preparing itineraries and agendas, and compiling documents for meetings.
• Make calls to get estimates for personal errands, for example, finding a plumber to fix a pipe leak at the President's home, schedule auto maintenance, etc.
•Personal Planning and Support: Book Family activities, Reservations at hotel and restaurants, Gifting ideas for family and friends
• Support the President/General Counsel and VP of Human Resources/IT in external commitments, including service on external clients, committees, and other groups, and occasional personal requests.
• Communicate with the company’s staff, customers, and other key stakeholders on behalf of the President/General Counsel and VP of Human Resources/IT.
• Support cross-company projects to perform a range of related tasks that add value to the overall business
• Work with internal stakeholders to ensure that processes are followed and closely coordinated within the group and
• Handle expense reports, gather materials for meetings, take notes at board meetings, manage catering and other vendors.
• Assist the executives in business development efforts, including developing capabilities presentations, proposals, and marketing materials.
• Assist and prepare internal communications, presentations, reports, charts, trend analysis, and data analysis; extract and transform data into meaningful insights with internal and external parties at all levels
• Maintain and troubleshoot content, dashboards, and reports in Smartsheets
• Coordinate and manage internal and external events such as staff retreats and client meetings, overseeing all scheduling, communication, technology, logistics, and related follow-up activities.
• Maintain discretion and an understanding of the personnel as well as the organizational and legal impacts of the information handled
• Ensure all matters receive prompt and appropriate responses
• Travel planning
• Managing e-mail and deleting spam
• Event planning, including team building activities, multi day meetings, etc.
• Maintain list of uncompleted tasks and follow up with action items on a regular basis
• Be proactive, pay attention to the details, and ensure you are enabling stakeholders to make evidence-based and timely decisions
• Assist and support wherever and whenever needed to serve our employees, company objectives, and customers to elevate our business.

Skills
• Proficient with MS Office
• Intermediate to advanced experience with MS Excel
• Very clear and professional written, verbal, and interpersonal communication skills
• The ability to analyze, model, and interpret data via MS Excel, Smart Sheets, or other tools

Experience
• Bachelor’s degree preferred, preferably in business, statistics, analytics, or related field, or equivalent experience (e.g., associates plus paralegal certificate); 1-3 years of relevant experience supporting executives or attorneys.
• Experience executing successful project coordination
• Previous experience supporting executives or directors
• Legal assistant or paralegal experience would be nice!
• Project Management certification strongly preferred

SKILL SUMMARY
Office & Admin (Virtual Assistant)
Project Coordinator
English
Speaking
Writing
Editing Proofreading
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