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Executive Assistant
hace 1 semana
Key Responsibilities
Calendar & Scheduling Management
- Regularly review 1-3 weeks ahead for conflicts and proactively resolve them
- Schedule, reschedule, and cancel meetings as needed
- Prioritize and adjust calendar based on changing business needs
- Coordinate across multiple time zones
- Set up reminders and follow-ups for important meetings and deadlines
- Ensure CEO is prepared for meetings (research, send pre-reads, agenda, etc.)
Inbox & Communication Management
- Monitor, filter, and respond to emails on CEO's behalf when appropriate
- Draft professional emails and messages as needed
- Flag urgent emails and ensure timely responses
- Proactively reach out to top-tier clients
- Manage LinkedIn messages, prioritize important connections, and draft responses
- Assist in managing personal and professional correspondence
Task & Project Management
- Track and follow up on action items from meetings
- Maintain and update task lists in ClickUp
- Coordinate projects with other internal team members or and external vendors
Administrative & Financial Support
- Process expense reports and reimbursements
- Pay bills and track payment deadlines
- Reconcile credit card statements and categorize expenses
- Confirm returns and refunds get processed on credit cards
Research & Planning
- Research accommodations and book travel (flights, hotels, transportation)
- Confirm hotel check-ins and ensure smooth travel arrangements
- Make restaurant reservations and research venues for meetings/events
- Research existing and potential clients (background, industry, business updates)
- Research new tools, vendors, or services that could optimize operations
Tech & Tools Proficiency
- Must use iMessage
- Familiar with productivity and communication tools like:○ GSuite (Gmail, Calendar, Drive, Docs, Sheets)
- ClickUp or similar task management software
- ChatGPT, Google Transcription, and other AI tools
Soft Skills & Qualities
- Highly proactive - anticipates needs and takes initiative
- Detail-oriented - catches small details that others may miss
- Eager to learn and continuously improve
- Resourceful - able to find solutions independently
- Trustworthy & discreet - handles confidential information with integrity
- Excellent written and verbal communication skills
- Problem solver - thinks critically and finds creative solutions
- Strong prioritization skills - manages multiple tasks efficiently
Nice to Have (Bonus Skills)
- Experience supporting a CEO, executive, or entrepreneur
- Understanding of accounting/bookkeeping concepts
- Basic social media management (LinkedIn posts, engagement, etc.)
- Event planning or coordination experience
Requirements
- 2 years of experience in an executive assistant role
- Background in sales or customer experience is a nice to have
- Experience managing multiple and charging demands, details, and deadlines
- Excellent C1 level English written and verbal communication skills
- Ability to do self-directed work independently
- Strong technical skills or ability to learn quickly
- Proficiency in Google Workspace, ClickUp, or similar
- Experience working in FinTech is a huge plus
Benefits
Position: Executive Assistant (FinTech)
Salary Range: $1000-$2000 USD + bonus
Working Hours: Flexible, but availability during CEOs operating hours.
Payment Frequency: Monthly
Type of Contract: Independent Contractor
Only CVs in English will be considered to participate in the process.
