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12 Jan 2023

Full-Time Virtual Executive Assistant

Delegate Solutions – Posted by Delegate Solutions Anywhere

Job Description

Virtual Executive Assistant

All positions are 100% remote.

We are currently hiring in the US, with the exception of New York, Hawaii, and California.

Why Delegate you may ask. What makes us unique? First, know that we are a fast-paced, ever-evolving, metrics-driven company.  We embrace a culture of work-life integration and we live our core values. Our leadership and our team truly have an innate spirit of helping others, we have an enthusiasm for excellence, we are kind and thoughtful, we do what we say, and we are transparent! Our company takes a teamed approach so you’re never working alone, even though you’re remote. Delegate offers flexible paid time off, paid holidays, insurance, and a 401K plan. Not only are our team members W-2 employees (not contractors), but we are salaried, so you can count on a consistent paycheck.

FREEDOM. Our core purpose at Delegate is to create FREEDOM for people to do what they love and have a big impact. That includes both our clients and our team.

Our clients have a million things on their to-do lists every day. They have calls and meetings that need to be scheduled, emails that need to be managed, research that needs to be conducted, and the list goes on and on. Since they are entrepreneurs, their lists are also constantly changing. They turn to us to help them run the back offices of their businesses and support them while they grow. They want us to help move things forward and provide creative solutions to simplify complexities to help them be as efficient as possible.

TEAMWORK. At Delegate, we believe in working together through a team-based approach. Typically, our clients are paired with two assistants. Once they meet with their client and agree upon a plan of action, one assistant works strategically on the big-picture goals while the other implements and completes the day-to-day tasks. This holistic approach allows our clients to feel the impact we make every day while bringing their long-term vision to life! This approach also allows our team members the flexibility to take time off knowing that their teammate has them covered!

 

RESPONSIBILITIES – may include but are not limited to:

  • Acting as a strategic resource, ensuring proactive and thoughtful support of clients’ administrative needs
  • Scheduling and calendar management, including scheduling meetings and events in multiple time zones
  • Inbox/email management – triage of inbox items, responding on behalf of the client, sorting and organizing email
  • Creating a streamlined process for email management and deployment
  • Task management, including preparation for and follow-up for meetings, action item completion, and project tracking
  • Managing internal documentation and organization of document storage
  • Travel coordination – booking travel for clients and coordinating transportation logistics
  • Monitoring, reviewing, and processing expense reports, expenditures, and invoices
  • Hosting/participating in meetings and video calls
  • CRM management

REQUIREMENTS:

Our Virtual Executive Assistants play a critical role in client satisfaction. We believe in high-end service delivery, strong attention to detail, and excellent follow-through which ensures the client’s highest priorities and needs are exceeded on a daily basis. Whether you are the team member that takes the traditional day-to-day task execution or the one that works on the strategic process and project planning, our team members must be able to proactively identify opportunities to leverage client time effectively and be fully committed to the growth of the client’s business.

This position requires weekly video meetings with clients, recurring internal video team meetings, and the ability to pivot quickly between client accounts. While our expectations require availability during the office hours of 9:00 am – 5:00 pm, we embrace a culture of work-life integration and allow for great flexibility in structuring your day and time.

Skills and experience:

Required:

  • Minimum of 3 years of direct hands-on experience in a role related to executive assistance and administration
  • Demonstrated proficiency in Microsoft Office / Microsoft 365
  • Strong working knowledge of Google Workspace (formerly Google Suite)
  • Proficiency with Zoom video conferencing
  • Experience with online tools and the ability to learn new software applications quickly
  • Ability to thrive in a fast-paced metrics-driven environment
  • Experience supporting multiple executives with multiple weekly meetings
  • Skilled at managing multiple competing priorities, timelines, and projects
  • Ability to proactively identify opportunities to effectively leverage clients’ time
  • Excellent time management skills
  • Strong planning and organizational skills
  • Ability to identify opportunities to improve current processes
  • Critical thinking and sound decision-making abilities
  • Skilled in building long-term relationships
  • Ability to proactively identify trends and opportunities for growth
  • Experience working efficiently and effectively in teams and in a professional environment
  • Excellent interpersonal and communication skills (verbal and written)

Preferred:

  • Experience in a virtual work environment
  • Experience with CRM applications (ex. Salesforce, HubSpot, Zoho, etc.)
  • Experience with project/task management applications (Ex. Asana, Trello, Monday.com, ClickUp, etc.)
  • Proficiency with QuickBooks/QB Online

Basic & Technical Requirements:

  • Daily availability to clients from 9 am – 5 pm, Monday through Friday. However, flexible working allows for non-client-facing work to be completed outside of those hours, based on individual needs.
  • A noise-free private home office with a door
  • Webcam
  • Smartphone
  • MAC or PC Desktop computer or laptop (no tablets or notebooks) with a current version of MS Office
  • Minimum 2.4 GHz dual-core processor/minimum 16 GB RAM
  • Operating system:  Current version for Windows or  macOS
  • Anti-virus, anti-spyware, and firewall must be up to date and maintained regularly
  • Reliable Internet with at least 10 Mbps speed test download (1.8mbps upload)

 

BENEFITS & COMPENSATION:

Please take the time to go through our website before completing the application form. You’ll get an in-depth look at who we are, what we do, and the kinds of clients we work with.

  • Salaried Exempt Position
  • Compensation – $40,000/year
  • Flexible PTO after 90-days
  • Paid Holidays
  • Eligible for Health Benefits after 30 days
  • Short-Term / Long-Term Disability Insurance
  • Supplemental Life Insurance
  • 401k
  • Bonus opportunities based on individual and company performance

 

At Delegate, we value diversity and are an Equal Opportunity Employer.

How to Apply

Please visit our Join the Team page to apply! https://www.delegatesolutions.com/join-the-team

Job Types: Full-Time. Job Tags: administrative, assistant, Remote, and Virtual. Salaries: 40,000 - 60,000.

Job expires in 63 days.

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