Saas Requirements: ClickUp, Slack, 1Password, Google Drive, Front, Airtable, and other organizational tools.
This person will primarily be responsible for all day to day duties at:
Administrative Support:
Active and efficient maintenance and scheduling of the Executive’s calendar.
Making sure all cal invites are sent to executive
Oversee projects, meeting agendas, creating timelines, follow ups and ensuring efficiency of the Executive’s time and well-being during all business engagements.
Maintain a deep understanding of the schedule and priorities, proactively anticipating needs
Communicate and collaborate with all teams, keeping them informed of schedule changes, and any specific requirements or updates.
Assist in coordinating and organizing business-related events, conferences, and meetings, including logistics, guest lists, and follow-up actions.
Maintain open and effective communication channels with internal teams, external partners, and stakeholders
Set meetings for the team, and with external parties. Ensure correct invitations and details.
Track the executive’s tasks, and remind them of overdue tasks.
Remind other team members of tasks that are nearing the deadline or are overdue.
Main POC for the executive.
Monitor and manage the executive’s emails.
Prioritize those emails, and draft responses for the executive
Contact customer service for complaints, etc.
Support the Executive in coordination of and outreach for fundraising activities
Working with CEO to give intro’s to founders who need us to make those introductions.
Setting times to meet with companies we advise and actioning next steps
Vetting Opportunities
Conference Support:
Responsible for completing the speaking agreements, arrangements, and presenting bios needed
Responsible for obtaining the videos, photos, and assets after the event
Booking event tickets and RSVPing to events and conferences
Responsible for getting a list of the speakers and attendees
Responsible for looking through the CRM to identify who to see while at the conference, who best to contact for relationships and support
Marketing Support:
Work and support the production team for the following:
Website
Email Marketing
Upcoming Speaking
Podcast
Book
Social Media Hygiene
Linked In
Op/Eds
Managing Short, Mid and Long Bio
Working with Public Relations team
Annual list of conferences and list to submit to Finance & Systems Support – Personal Expenditures
Responsible for refunds/credits.
Pay invoices and automate them if applicable.
Reconciling point and credits with airlines
Liaise between the staff, consultants, vendors, technicians, leadership, internal and external parties while managing internal assets, support & end user data and records
Program Support:
Supporting the Executive in scheduling podcasts, speaking dates, PR events.
Serve as Executive’s main point of contact, coordinating travel, schedules, logistics.
Researching relative research and content around the core of the business.
Manage Docsend data room
Manage Company Tracker for all new investment opportunities
Manage the current Deck
Managing info: CEO info, health, bloodwork, restaurants, hotels, airline accounts
Accountable for Side by Side maintenance
Manage photos and videos with RTA admin
Responsible for sending invoices for kinship and elastic
Accountable for the Executive best practice document
Personal Support:
Create and manage documents that lists low, mid, high prices per city for the following:
Travel & dinner / event reservations; purchasing of gifts, flowers, etc.
Having updated files with all medical records and past blood work going back 10 years batched by year
Booking / managing medical and personal appointments / prescriptions / records
Car maintenance, lease, payments and repairs – Managing lease terms etc
Travel & dinner / event reservations; purchasing of gifts, flowers, etc.
Family Calendar liaise with Roya
Car accident repair and reporting managing all aspects of rental and repair
Family trip and holiday planning for 12 months
Sending flowers to clients and friends
Kids school
Managing all prescriptions and refills
Proactively booking all health and wellness appointments 30-60 days in advance
And other personal stuff
IDC Support:
Scheduling and getting all details on project dates and deliverables (Monday Board)
Due diligence on interviews up front
Briefing
Releases Riders and all agreements ahead of commitments
EA to support IDC’s goals and support the management of its board
Organize CEO’s priorities with IDC and what she will be able to support on
Travel logistics
Relationship management and follow-ups on request from your contacts
Tracking expenses for Board members and getting their approval prior to payment
Provide a detailed recap weekly on all tasks that are open and complete.
See the Full Job Description Attached below:
Hourly Range: $10.00-$20.00
Posted On: April 09, 2024 17:54 UTC
Category: General Virtual Assistance
Skills:Executive Support, Administrative Support, Virtual Assistance, Data Entry, Email Communication
Skills: Executive Support, Administrative Support, Virtual Assistance, Data Entry, Email Communication
Country: United States
click to apply