Executive Assistant

*KINDLY READ THE JOB DESCRIPTION & THE APPLICATION INSTRUCTIONS CAREFULLY.*

The Nabo Group is looking for a responsible, dynamic, organized, detail oriented, and reliable Executive Assistant to work closely with the company's President.

The Executive Assistant to the President provides high-level administrative support to the President, ensuring efficient operation and communication within the executive office. This role involves managing calendar and other schedules, coordinating meetings, travel arrangements, handling correspondence, and performing a variety of tasks to facilitate the President's ability to lead the organization effectively. The Executive Assistant acts as a liaison between the President and internal/external stakeholders, maintaining confidentiality and professionalism at all times. This remote position requires exceptional organizational skills, proactive problem-solving abilities, to be available when needed and the capacity to work independently while maintaining a high level of accuracy and attention to detail.

Key Responsibilities:

- Administrative support, meeting scribing, data collection, tracker maintenance, communication management, and weekly executive reporting to support our accounting department transition.
- Communication: Serve as the primary point of contact between the President and internal/external stakeholders, handling correspondence, phone calls, and emails.
- Meeting Coordination: Organize and prepare for meetings, including drafting agendas, taking minutes, and following up on action items.
- Document Management: Prepare, review, and manage documents, reports, and presentations for the President.
- Project Support: Assist with special projects, research, and data analysis as needed, ensuring timely completion and accuracy.
- Confidentiality: Maintain the highest level of confidentiality and discretion in handling sensitive information.
- Task Prioritization: Prioritize and manage multiple tasks and projects simultaneously, ensuring deadlines are met.
- Administrative Support: Provide general administrative support, including filing, expense reporting, and office supply management.
- Problem-Solving: Proactively identify and address issues that may impact the President's ability to lead effectively.
- Relationship Management: Build and maintain positive relationships with key stakeholders, both internally and externally.
- Compliance: Review contracts, agreements, and other legally-binding documents. Assist also with the Community Association Institute (CAI).

Qualifications:

- At least 3 years of experience as a remote Executive Assistant, preferably from a US-based real-estate or property management firm.
- Proficiency in using office software (MS Office Suite, Google Suite, etc.) and other project management tools.
- Ability to manage and organize email correspondence efficiently.
- Ability to communicate effectively with internal and external clients in different levels, handle inquiries, and resolve issues.
- Experience in general admin tasks (preparing documents, handling expenses, maintaining records, travel management, etc.).
- Excellent written and verbal communication skills as the position will represent the firm professionally and respond adeptly to various situations.

Working Conditions:
- This is a fully remote position. Applicants must meet certain requirements for a working computer and consent to our IT department conducting an analysis of the computer for cybersecurity and safety purposes.

Expected Work Times:
- Candidates are generally expected to work during U.S. Eastern Standard Time (EST) business hours.
- The candidate must be available during working hours for meetings and accessible by phone/text during the workday.
- Schedule: Monday–Friday, 9:00 AM–5:30 PM EST (with a 30-minute unpaid break)

Time Tracking:
- Use of Hubstaff time-tracking software is required while performing work.

* This is a full-time contract position. Payments are made via Wise on the 15th and 30th of each month. While this is a contractor role, we do offer a variety of perks for our contractors.

How to apply:

1. Send an EMAIL ATTACHMENT with your updated resume in PDF format.
2. Send a link to your video recording introducing yourself & your relevant experience based on the job description.
3. Send your OnlineJobs.PH profile link.
4. Please indicate on your email application that you're comfortable with $7 USD per hour.

Kindly send your application to ---------- the subject line, kindly indicate the position Executive Assistant - your name.

Shortlisted applicants will be contacted by email for interview scheduling.

Looking forward to working with you!