Executive Assistant - Project Management (ZR_22436_JOB)
Salary undisclosed
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This is a remote position.
Schedule
We are seeking a proactive, highly organized, and detail-oriented Executive Assistant with strong project management experience to support a dual-role executive (Co-founder of a marketing agency and COO of an online auctions platform). The ideal candidate will excel in managing day-to-day operations, streamlining communication, and driving project success across teams by handling timelines, workflows, deadlines, and task delegation.
The Executive Assistant will take ownership of ensuring seamless operations and will be instrumental in driving the successful execution of multiple projects. In addition to administrative support, you will play a key role in supporting both companies through effective project management and strategic planning.
Key Responsibilities
Administrative Support
Schedule
- Flexible, with twice-a-week catch-ups during Pacific business hours (20 hours per week)
- Co-founder of a marketing agency & Chief Operating Officer of a platform for online auctions
- Marketing Agency: We specialize in SEO, PPC, web design, and comprehensive marketing strategies for addiction treatment facilities. Our mission is to empower these facilities to reach and help more people in need.
- Online Auctions Platform: A leading platform for online auctions, supporting non-profits and organizations in raising funds efficiently and effectively.
We are seeking a proactive, highly organized, and detail-oriented Executive Assistant with strong project management experience to support a dual-role executive (Co-founder of a marketing agency and COO of an online auctions platform). The ideal candidate will excel in managing day-to-day operations, streamlining communication, and driving project success across teams by handling timelines, workflows, deadlines, and task delegation.
The Executive Assistant will take ownership of ensuring seamless operations and will be instrumental in driving the successful execution of multiple projects. In addition to administrative support, you will play a key role in supporting both companies through effective project management and strategic planning.
Key Responsibilities
Administrative Support
- Manage and prioritize email correspondence, ensuring timely responses and flagging urgent matters.
- Schedule and coordinate meetings, appointments, and events, optimizing the executive’s calendar for maximum efficiency.
- Prepare and edit correspondence, communications, presentations, and other documents with meticulous attention to detail.
- Conduct thorough research and compile comprehensive data for meetings, reports, and special projects.
- Take the lead in managing and tracking various projects from inception to completion, ensuring timelines, workflows, and deadlines are met.
- Oversee the execution of cross-functional projects by delegating tasks, coordinating with teams, and ensuring all project milestones are achieved.
- Regularly update project management tools (e.g., ClickUp), ensuring all stakeholders are aligned on project statuses and deadlines.
- Proactively identify potential roadblocks in project timelines, workflows, and delegate tasks to prevent delays.
- Support in project prioritization, helping the executive navigate conflicting demands across different teams and stakeholders.
- Maintain a prioritized task list for the executive, ensuring all responsibilities are accounted for and deadlines are met.
- Follow up on action items and reminders independently, ensuring timely completion without prompting.
- Ensure all project-related tasks are delegated effectively across teams, ensuring deadlines are met.
- Pull and analyze weekly and monthly KPI reports, budget, and revenue numbers, identifying trends and insights.
- Prepare detailed summary reports for executive review, highlighting key metrics and areas for improvement.
- Assist in preparing financial reports, tracking expenses, and managing budgets with precision.
- Serve as the primary point of contact between the executive and internal/external stakeholders, managing communications efficiently.
- Facilitate clear and effective communication across teams to ensure alignment and understanding of objectives.
- Draft and send out communications on behalf of the executive, maintaining a professional tone and clarity.
- Assist with strategic planning and execution of company goals, contributing ideas and insights.
- Identify areas for process improvement and proactively suggest and implement actionable solutions.
- Provide support for special projects and initiatives, taking ownership and driving them to successful completion.
- Handle personal tasks for the executive, including travel arrangements, personal appointments, and overseeing certain aspects of the executive’s home (e.g., cleaning and maintenance services), as needed.
- Manage personal commitments with the same level of efficiency and discretion as professional tasks.
- Maintain confidentiality and handle sensitive information with the utmost discretion.
- Perform any other administrative tasks as assigned by the executive, adapting to changing needs and priorities.
- Proven experience as an Executive Assistant, Project Manager, or in a similar role, preferably with remote work experience.
- Strong experience in managing project timelines, workflows, and deadlines across teams.
- Exceptional organizational and time-management skills, with the ability to multitask and prioritize effectively.
- Experience in delegating tasks and managing team dynamics to ensure project success.
- Excellent written and verbal communication skills, with a professional demeanor.
- Proficiency in MS Office, Google Workspace, and project management software (e.g., ClickUp, Asana, Trello).
- Proactive mindset with a strong problem-solving attitude, capable of thinking independently and taking initiative.
- High level of discretion and confidentiality.
- Ability to adapt to new tools and technologies quickly.
- Permanent work-from-home
- Immediate hiring
- Steady freelance job
This is a remote position.
Schedule
We are seeking a proactive, highly organized, and detail-oriented Executive Assistant with strong project management experience to support a dual-role executive (Co-founder of a marketing agency and COO of an online auctions platform). The ideal candidate will excel in managing day-to-day operations, streamlining communication, and driving project success across teams by handling timelines, workflows, deadlines, and task delegation.
The Executive Assistant will take ownership of ensuring seamless operations and will be instrumental in driving the successful execution of multiple projects. In addition to administrative support, you will play a key role in supporting both companies through effective project management and strategic planning.
Key Responsibilities
Administrative Support
Schedule
- Flexible, with twice-a-week catch-ups during Pacific business hours (20 hours per week)
- Co-founder of a marketing agency & Chief Operating Officer of a platform for online auctions
- Marketing Agency: We specialize in SEO, PPC, web design, and comprehensive marketing strategies for addiction treatment facilities. Our mission is to empower these facilities to reach and help more people in need.
- Online Auctions Platform: A leading platform for online auctions, supporting non-profits and organizations in raising funds efficiently and effectively.
We are seeking a proactive, highly organized, and detail-oriented Executive Assistant with strong project management experience to support a dual-role executive (Co-founder of a marketing agency and COO of an online auctions platform). The ideal candidate will excel in managing day-to-day operations, streamlining communication, and driving project success across teams by handling timelines, workflows, deadlines, and task delegation.
The Executive Assistant will take ownership of ensuring seamless operations and will be instrumental in driving the successful execution of multiple projects. In addition to administrative support, you will play a key role in supporting both companies through effective project management and strategic planning.
Key Responsibilities
Administrative Support
- Manage and prioritize email correspondence, ensuring timely responses and flagging urgent matters.
- Schedule and coordinate meetings, appointments, and events, optimizing the executive’s calendar for maximum efficiency.
- Prepare and edit correspondence, communications, presentations, and other documents with meticulous attention to detail.
- Conduct thorough research and compile comprehensive data for meetings, reports, and special projects.
- Take the lead in managing and tracking various projects from inception to completion, ensuring timelines, workflows, and deadlines are met.
- Oversee the execution of cross-functional projects by delegating tasks, coordinating with teams, and ensuring all project milestones are achieved.
- Regularly update project management tools (e.g., ClickUp), ensuring all stakeholders are aligned on project statuses and deadlines.
- Proactively identify potential roadblocks in project timelines, workflows, and delegate tasks to prevent delays.
- Support in project prioritization, helping the executive navigate conflicting demands across different teams and stakeholders.
- Maintain a prioritized task list for the executive, ensuring all responsibilities are accounted for and deadlines are met.
- Follow up on action items and reminders independently, ensuring timely completion without prompting.
- Ensure all project-related tasks are delegated effectively across teams, ensuring deadlines are met.
- Pull and analyze weekly and monthly KPI reports, budget, and revenue numbers, identifying trends and insights.
- Prepare detailed summary reports for executive review, highlighting key metrics and areas for improvement.
- Assist in preparing financial reports, tracking expenses, and managing budgets with precision.
- Serve as the primary point of contact between the executive and internal/external stakeholders, managing communications efficiently.
- Facilitate clear and effective communication across teams to ensure alignment and understanding of objectives.
- Draft and send out communications on behalf of the executive, maintaining a professional tone and clarity.
- Assist with strategic planning and execution of company goals, contributing ideas and insights.
- Identify areas for process improvement and proactively suggest and implement actionable solutions.
- Provide support for special projects and initiatives, taking ownership and driving them to successful completion.
- Handle personal tasks for the executive, including travel arrangements, personal appointments, and overseeing certain aspects of the executive’s home (e.g., cleaning and maintenance services), as needed.
- Manage personal commitments with the same level of efficiency and discretion as professional tasks.
- Maintain confidentiality and handle sensitive information with the utmost discretion.
- Perform any other administrative tasks as assigned by the executive, adapting to changing needs and priorities.
- Proven experience as an Executive Assistant, Project Manager, or in a similar role, preferably with remote work experience.
- Strong experience in managing project timelines, workflows, and deadlines across teams.
- Exceptional organizational and time-management skills, with the ability to multitask and prioritize effectively.
- Experience in delegating tasks and managing team dynamics to ensure project success.
- Excellent written and verbal communication skills, with a professional demeanor.
- Proficiency in MS Office, Google Workspace, and project management software (e.g., ClickUp, Asana, Trello).
- Proactive mindset with a strong problem-solving attitude, capable of thinking independently and taking initiative.
- High level of discretion and confidentiality.
- Ability to adapt to new tools and technologies quickly.
- Permanent work-from-home
- Immediate hiring
- Steady freelance job