Executive Assistant - Virtual Assistant ( VA ) with great Organisational Skills

We are looking for a talented, dedicated and passionate Executive Assistant, who thinks outside of the box and loves organisation as well as being challenged. The ideal candidate should have fluent spoken and written English skills; has high attention to detail where every deliverable is perfect and also has the knowledge on how to independently learn, research & apply new skills (such as new writing structures, testing new tools, comparing prices, organising calendars, challenging conversations, etc). You will be a crucial part of a group of companies but supporting one-on-one the business owner and ensuring that all of the odd jobs they do not have time to complete are 100% owned and delivered by you (or organised by you to have others deliver the work).



The 'Executive Assistants' responsibilities include; prioritising their own & the business owners calendar one week in advance, daily 15 minute calls with the business owner to align calendars, completing small projects by themselves (or finding outsourced help to deliver), managing all email accounts, uploading & reconciling invoices in the accounting software, doing quality checks on work delivered by other employees, reviewing operational reports for issues, (potentially posting to social media), etc. To be successful in this role, you must have experience within an assistant role or administration role or project management role before - where you were required to know a little bit about a lot and be self-motivated to drive the outcome of the business.



As this is an integral role for the success of the group of businesses, you will be reporting directly to the business owner and will not be integrated into the other tea ---------- mbers.

Responsibility

Email & calendar management for the business owner's multiple calendars and email accounts
Scheduling & managing the business owners calendar (and your own calendar) to ensure that ONLY THE MOST important tasks are being scheduled (and re-scheduling the others)
Joining meetings with the business owner to take meeting minutes, send to attendee's, convert actions into tasks for the business owner and schedule next meeting
Ensuring the defined structured quarterly plan is being executed and reviewing the weekly reports & dashboards from each business to ensure they will be delivered on time
Working with the business owner to brief in detailed and complex tasks and even finding outsourced providers to deliver the project for the company
Where necessary, reviewing repeatable tasks delivered by the business owners team for the timeliness, quality, etc - and reporting to the business owner on items that were low quality, behind schedule, etc
Contact communication, which includes reaching out to a new contact, email updates to a key customer, constantly following up on other contacts (eg, unpaid bills, new hiring candidates, etc), etc
And, generally keeping on top of the key areas that must run smoothly, while allowing the business owner to continue delivering the most important tasks necessary to be successful


Requirements
Knowledge/ qualifications

Must-Have

University-level education
Fast and reliable internet, which also includes a back-up if the internet were to be unavailable
Knowledge of project management and task/calendar organisation
Proficiency in technology and software (eg, excel, word, email, etc)


Great to Have

Visibility of how a business operates and the key elements that are involved
Experience working with virtual teams


Skills

Must-Have

Self-accountability to ensure your and other peoples tasks are delivered on-time
Punctual with the delivery of tasks, meeting attendance, etc (especially as meetings might include clients)
Fluent level of spoken and written English
Low-level Knowledge about a large range of different business administration topics (eg, finance, growth, etc)
Understanding where to go and how to learn new skills
Superb proficiency in organisation skills and managing schedules
Excellent ability to problem solve and challenge thinking
Savvy and passion for future thinking and understanding the long-term impact on short-term decisions


Great to Have

Using Zoom, Jira and other tools to manage and track your work


Experience

Must-Have

Proven solid work experience of 1-5 years in a business (preferably as an assistant, administration tasks or project management)
Proven experience of 1-5 years with speaking directly to customers, business owners, etc
Ability to answer questions about prioritising personal tasks, how do we solve this problem, who should we get to do this task, etc


Great to Have

Solid experience in client communication and follow up without seeming pushy
A solid understanding and demonstration of managing large prioritised lists


Please apply here : ----------