Executive Assistant for Executive

Job Posted: 07.10.2021 4:12:01

We are seeking an experienced executive assistant to work alongside a busy company Principal and who wants to become an important part of a fast growing team. This person will be expected to perform a variety of tasks, help keep long term projects on track, and handle more urgent requirements. An ideal candidate is responsive, thoughtful, self-directed, positive, and seeking a challenging role.

We are looking for virtual assistants, but applicants on O’ahu are prioritized. Individuals that are in Hawai’i, especially O’ahu, will receive a higher pay scale and will be compensated by the mile for travel.

About Us:

We are an international team of dozens of people, and we are looking to build a support staff for our team of executives. While qualified virtual assistants are absolutely welcome, preference will be given to individuals on O’ahu or in Hawai’i nei.

Duties and Responsibilities:

Executive Assistants have more than administrative duties. They also filter and prioritize client visits or phone calls, and communicate on behalf of the executive they support. An Executive Assistant is responsible for managing the schedules and communications of key company executives.

Executive Assistants provide high-level administrative support for company leaders to ensure they can efficiently accomplish key tasks and company initiatives. They keep the executive’s communications organized so that they can easily access the most important information without having to sort through low-priority items. Executive Assistants screen all visitors and determine what level of support they need while offering polite, professional customer service. They manage the executive’s daily calendar, including scheduling meetings, confirming appointments, writing itineraries and arranging for transportation. Executive Assistants also train other administrative staff on company policies and best practices.

**You must be vaccinated and provide proof of vaccination, if you are an intern on O’ahu or in Hawai’i. Physical interaction will be extremely limited during the pandemic, but a sincere attempt will be made to make up for it virtually.**

Other Responsibilities Include:

Calendar management, accounting for day-to-day meetings, calls, and movements, both business and personal
Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf
Maintaining comprehensive and accurate records
Performing minor accounting duties
Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
Answering phone calls in a polite and professional manner
Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters
Communicating with teams and assisting with project management
Maintaining KPI and other reports
Facilitating the follow through of business development deals
Managing and facilitating a large volume of email replies
Reviewing or helping to create agreements and reports
Must have the ability to incorporate creative approaches to various projects by taking initiative and working independently
Prepare reports and/or special projects, which may include data collection, coordination, final copy preparation, distribution, etc.
Responsible for filing active and inactive employee documents and files

About You – Required Knowledge, Skills, Abilities Include:

Self-motivated, proactive, and forward-thinking
Confident personality and capable of being persistent when necessary
Diplomatic and tactful
Excellent written and verbal communication skills
Must be able to effectively communicate with all levels of internal and external contacts
Time management and ability to meet deadlines
Verbal and written communication skills
Strong organizational skills and ability to multitask
Problem-solving and decision making proactivity and self-direction Interpersonal skills
Ability to drive or do occasional in-person meetings
Time management and ability to meet deadlines
Verbal and written communication skills
Strong organizational skills and ability to multitask
Problem-solving and decision making
Proactivity and self-direction Interpersonal skills

Priority Given to Those With:

Advanced knowledge of Microsoft Excel
Extremely detail oriented and organized
Maintain a positive attitude and willingness to work with all team members.
Ability to work independently and multi-task in a fast-paced team environment
Discrete concerning confidential or sensitive information
Enjoys doing work that requires frequent shifts in direction High stress tolerance
Enjoys interacting with people and working on group projects
A bachelor’s degree or equivalent combination of education and/or experience preferred, but students are also welcome.

Part-time (10-15 hrs a week)

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