Executive Office Assistant

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TYPE OF WORK

Full Time

SALARY

$1000/month

HOURS PER WEEK

TBD

DATE POSTED

Oct 07, 2022

JOB OVERVIEW

VIRTUAL ASSISTANT TO THE OWNER
I'm looking for someone who is smart, organized, and trustworthy to be my executive virtual assistant. Bluntly, I'm looking for a perfectionist who is extraordinarily detail oriented.

Summary
- PLEASE NOTE: This is not an entry-level assistant position. You MUST have at least 2+ years experience as a Virtual Executive Assistant for an executive or business owner
- I am a demanding boss and am looking for someone with extreme attention to detail. If you're looking for a slower role with 9-5 hours, this is NOT the role for you.
- Expect to get several requests/day froUpgrade to see actual info, many of which include tasks that must be done that day.
- This is a full-time role. We communicate via email, chat, and phone.
- This role is 70% office/business assistant and 30% personal assistant.
- Application link is at the bottom of this Upgrade to see actual infossages will not be read.

Tasks and Responsibilities
- Transferring data from a Vendor Portal to HubSpot (CRM)
- Transferring data from HubSpot to our routing software Crew Control
- Monitor changes to Crew Control and enter into HubSpot
- Billing items from QBO to Vendor Portal
- Tracking and communicating overdue invoices
- Email summaries of changes done after hours, and any changes done after workday
- Maintain daily calendar, arrange calls, meetings, and conferences for Maintenance Manager while making sure all details are handled in a clear and organized manner
- Manage the calendar and routing for Maintenance Manager
- Put together training documentation
- May be assigned research requests or other office tasks
- Upload photos of jobs and work to our marketing company
- Handle personal details such as shopping, ordering gifts, scheduling personal appointments, and maintaining household items.

Knowledge & Skills
- Ability to manage multiple incoming requests, while ensuring they are relayed or handled at the appropriate time, in the necessary order and in the correct manner
- Ability to quickly learn new software applications
- Ability to solve tasks with minimal or no guidance
- Capability to set up new systems and processes in order to streamline business and personal functions
- Assist with the creation/review of business documents, contracts
- Knowledge of Microsoft Teams, Outlook, SharePoint, HubSpot, Crew Control (or other routing software), QuickBooks Desktop, or QuickBooks Online would be Upgrade to see actual infocation and Experience
- At least 2+ years experience as a virtual assistant for a business owner
- Ability to handle several emails and requests per/day
- Exceptional ability to communicate progress on multiple projects
- Highly organized and efficient
- Trustworthy with strong personal integrity
- Forward-thinker who can proactively handle circumstances and situations to head off any crisis situations
- Experience managing calendars
- Perfectionist, super attention to detail
- Since this is a virtual position, must be a self-starter, self-motivated
and able to work independently with minimal oversight
- Must be comfortable developing and working in a virtual relationship,
and having limited amount of face-time

If interested, please apply here:
Upgrade to see actual info

ABOUT THE EMPLOYER

Contact Person: Justin Yin

Member since: August 12, 2022

Total Job Posts: 3

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