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Executive VA

Job Code: EVA0001

We are seeking a highly skilled and extremely detail-oriented Executive Virtual Assistant to provide high-level administrative and executive support to CEOs and business owners. This role requires working closely with C-level clients and managing sensitive and complex tasks with precision and confidentiality. As an Executive Virtual Assistant, you will be expected to operate in a fast-paced, high-expectation environment, demonstrating flexibility, professionalism, and a proactive attitude.

The ideal candidate is adept at managing competing priorities, has exceptional communication skills, and is comfortable interacting with C-level executives and high-profile clients via phone, chat, and email. This is a demanding yet rewarding role that requires the ability to build strong relationships and represent the company with utmost professionalism.

Application Steps:

Step 1: Click on “Apply Now” on this job post.

Take the time to complete your application by providing all of the required information in the application form. Remember to update and proofread your resume to ensure accuracy and relevance.

Step 2: Complete the Basic Skills Assessment

Within the application form, you will find an assessment to complete and submit through Toggl. After completing the assessment, please upload your results within the application form.

Step 3: Complete the Language Assessment

As part of our selection process, we require candidates to take a language test to assess their proficiency. Ensure you are in a quiet and distraction-free environment before starting the test. You can access the language test by clicking on the provided link within the Application Form – SmallTalk.

Step 4: Complete the DISC Assessment

You will also find a DISC Personality Assessment within the application form. Completing this assessment allows us to gauge your personality type to better match you with the most suitable job type and client type. The DISC Personality assessment will be through Truity.
Step 5: Our Recruitment Team will Contact You upon Review of your Application

Once your application has been submitted, our Recruitment Team will contact you through Email to schedule an initial interview that will suit your availability. We’re eager to connect and learn more about your qualifications – and we strongly believe in providing each candidate an equal opportunity.

Work Hours:

  • Flexible schedules are available for part-time or full-time positions.
  • Candidates must have clear availability and demonstrate a commitment to their agreed-upon work hours.

Key Responsibilities

Executive Support

  • Calendar Management: Schedule and coordinate appointments, meetings, and events for executives, ensuring there are no conflicts and time is utilized efficiently. May or may not require scheduling and organizing board meetings, preparation of agendas, distributing materials, and managing follow-up actions.
  • Email Management: Monitor, prioritize, and respond to emails on behalf of the executive, drafting replies and organizing correspondence.
  • Travel Coordination: Arrange complex travel itineraries, including flights, accommodations, and ground transportation, and handle last-minute changes.
  • Task Prioritization: Manage the executive’s task list, setting priorities and ensuring deadlines are met.
  • Meeting Preparation: Prepare agendas, presentations, and meeting materials; take and distribute detailed meeting minutes.

Client and Stakeholder Communication

  • Professional Communication: Act as the first point of contact for the executive, professionally handling communication with C-level clients, partners, and stakeholders via phone, chat, and email.
  • Relationship Management: Build rapport and maintain strong relationships with high-grade customers and business partners.
  • Follow-Ups: Conduct timely follow-ups on action items, ensuring that tasks and deadlines are addressed.

Administrative and Operational Tasks

  • Document Management: Draft, edit, and organize confidential documents, contracts, reports, and presentations.
  • Expense Reporting: Manage expense reports, reconcile budgets, and track financial records for the executive with ability to consolidate data from multiple sources and present it in an easily digestible format.
  • Vendor Coordination: Communicate with service providers or vendors as necessary.
  • Research and Analysis: Conduct research and prepare summaries or reports on various topics as required by the executive.
  • Personal Tasks: Handle personal tasks as required, such as scheduling personal appointments or coordinating personal travel.

Adaptability and Flexibility

  • Crisis Management: Handle unexpected changes, last-minute requests, and shifting priorities with ease and professionalism.
  • Proactive Problem-Solving: Anticipate the needs of the executive and take initiative to address them before being asked.
  • Multi-Tasking: Juggle multiple high-priority tasks effectively and without sacrificing quality.

Qualifications

  • Exceptional Communication Skills: Fluent in English with outstanding verbal and written communication abilities.
  • Professional Tone: Ability to project confidence and professionalism in all interactions, especially over the phone and during high-stakes conversations.
  • Relationship Building: Skilled at nurturing relationships with C-level clients, stakeholders, and high-profile customers.
  • Attention to Detail: Meticulous approach to tasks with zero tolerance for errors.
  • Time Management: Excellent organizational skills and the ability to prioritize tasks effectively.
  • High-Level Confidentiality: Proven ability to handle sensitive information discreetly and with integrity.
  • Technical Proficiency: Familiarity with tools like Microsoft Office, Google Workspace, CRMs, and project management software (e.g., Asana, Trello).

Equipment Qualifications

  • Dedicated laptop or desktop computer that can run web browsing, spreadsheet, and communication software
  • At least Intel i5 or equivalent
  • 8GB RAM or higher
  • Stable internet connection, preferably at least 50Mbps
  • Quality headset for clear audio communication
  • Backups (mobile data, generator, UPS, or workspace to go to during power outages)

Benefits of working through Task It Quick

  • A fully remote working opportunity.
  • Flexible part-time or full-time schedules.
  • An opportunity to grow in a supportive, team-oriented setting with exclusive benefits.

About Task It Quick

Task It Quick matches talented remote assistants working from home with awesome clients, including startups, small businesses, large enterprise, and independent professionals, located all over the world.

Department:
Executive VA
Employment Type:
Freelance | Independent Contractor
Location:
United States
Workplace Type:
Fully remote
Compensation:
Apply Now

Job Application Form

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