Executive Assistant Job at QuickTeam in New York

Executive Virtual Assistant

We are seeking a skilled and experienced Executive Virtual Assistant to provide comprehensive administrative support to the CEO. This role requires exceptional organizational skills, excellent communication skills, and the ability to handle a diverse set of responsibilities in a fast-paced environment. As the Executive Virtual Assistant, you will be responsible for managing the CEO's schedule, coordinating meetings and appointments, handling correspondence, and performing other administrative duties to ensure the CEO's productivity.

Responsibilities

• Calendar Management: Efficiently manage the CEO's complex and ever-changing schedule, including organizing meetings, conference calls, and appointments. Anticipate scheduling conflicts and proactively resolve them.
• Email and Correspondence: Monitor and prioritize the CEO's email inbox, draft and respond to emails on their behalf, and ensure timely and accurate communication with internal and external stakeholders.
• Travel Arrangements: Arrange all travel logistics for the CEO, including flights, accommodations, transportation, and itinerary planning. Coordinate with travel agencies, manage visas and travel documents, and provide necessary information and support during trips.
• Meeting Coordination: Prepare meeting agendas, coordinate logistics, and ensure all necessary materials are prepared and distributed in advance. Take minutes, track action items, and follow up on outstanding tasks to ensure efficient meeting outcomes.
• Confidentiality and Discretion: Handle sensitive and confidential information with the highest level of integrity and discretion. Maintain confidentiality in all matters related to the CEO, the organizations, and business operations.
• Documentation and Filing: Organize and maintain files, records, and documentation, both electronic and physical, ensuring easy retrieval and efficient organization. Develop and maintain a systematic approach to record-keeping.
• Communication Liaison: Act as a liaison between the CEO and internal and external stakeholders, including employees, clients, partners, and investors. Handle incoming inquiries, screen phone calls, and provide accurate information or redirect them to the appropriate person.
• Research and Analysis: Conduct research, gather data, and prepare reports, presentations, and briefing materials for the CEO. Provide insightful analysis and recommendations based on findings to support decision-making processes.
• Miscellaneous Tasks: Undertake additional tasks and projects as assigned by the CEO, which may include personal errands, event planning, and other ad hoc responsibilities.