Executive Assistant for Growing Multimedia Company

Note: Please send hourly rate as part of your application and your top 5 skills that you are a superhero in (the things you do so well that you could be a trainer or teacher with those skills). Hours are Eastern Standard Timezone work hours (8-9am EST start time, and 4-5pm EST end time), so please confirm you are available during EST daytime hours.

Executive Assistant to the President and Owner of Multimedia Company

We are seeking a highly organized and proactive Executive Assistant to support the President and Owner of a Multimedia Company. The ideal candidate will possess exceptional analytical skills, critical thinking abilities, and a knack for anticipating needs in a dynamic business environment. An excellent command of English, both written and spoken, is essential.

Key Responsibilities:


• Task Management in Project Management Software: Create, update, edit, review tasks on behalf of President and organization inside Zoho Projects (project management tool).
• AI Tools Proficiency: Understand and effectively utilize AI tools, including crafting appropriate prompts to expedite tasks and enhance productivity.
• Task and Timeline Management: Keep the President on track with various tasks, deadlines, and projects.
• Calendar Management: Coordinate and manage complex schedules, appointments, and meetings.
• Data Entry and File Management: Perform data entry tasks; organize and maintain folder hierarchies and file systems for efficient document retrieval.
• Document Handling and Formatting: Manage the routing, formatting, and professional presentation of documents.
• Ad Hoc Research: Conduct company-wide and specific research tasks as needed.
• Software Proficiency: Quickly learn and effectively use various software tools essential to the business.
• Anticipate Needs: Proactively identify upcoming requirements and streamline processes as you become familiar with business operations.
• Email and Communication Management: Handle email correspondence, prioritize messages, and serve as a liaison between the President and internal/external contacts.
• Travel Coordination: Arrange travel plans, itineraries, and accommodations.
• Meeting Preparation: Prepare agendas, documents, and presentations for meetings; take minutes and follow up on action items.
• Project Support: Assist in coordinating projects and tracking progress to ensure timely completion.
• Confidentiality: Maintain a high level of discretion and confidentiality in all interactions.

Qualifications:


• Excellent Command of English: Superior written and verbal communication skills.
• Strong Analytical and Critical Thinking Skills: Ability to analyze information and solve problems effectively.
• Attention to Detail: Exceptional focus on accuracy, especially in data entry and document formatting.
• Organizational Skills: Expertise in folder hierarchy organization and file management.
• Software Proficiency: Comfortable with learning new software and using it efficiently.
• Research Abilities: Skilled in conducting thorough and efficient research.
• Proactive Approach: Ability to anticipate needs and act accordingly without direct supervision.
• Multitasking Abilities: Capable of managing multiple priorities and deadlines simultaneously.
• Professionalism: Maintains a high standard of professionalism in appearance and interactions.

Additional Ways to Optimize the President’s Time:

• Process Improvement: Identify and implement administrative processes that save time and increase efficiency.
• Relationship Management: Maintain relationships with key stakeholders, clients, and partners on behalf of the President.
• Personal Assistance: Handle personal tasks that can free up the President’s time for strategic activities.