Job Description

The Executive Assistant plays a vital role in providing comprehensive administrative and operational support to the CEO and other team members, ensuring smooth organizational operations. This position requires a highly organized, detail-oriented individual who thrives in dynamic environments and excels in managing diverse responsibilities.

Key Responsibilities

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Organizational Support:

Manage and prioritize email communications, including responding, typing, and organizing.

Handle all lead management for incoming calls/communications.

Set up interviews, conduct preliminary investigations on potential hires, and coordinate with leadership.

Oversee calendars, schedule appointments, and coordinate meetings.

Track daily deal flow, aligning activities with business priorities.

Maintain and update financial records (e.g., proforma vs. actual, one-page plan) in collaboration with the bookkeeper to ensure accuracy.

Manage utilities, logistical needs, and ongoing project tasks for the outsourcing business.

Organize and maintain important documents, including ordering checks for new business lines.

Perform online filing and ensure proper documentation for all projects.

Conduct weekly, bi-weekly, monthly, and yearly tasks.

Manage task management tool for the organisation

Record MOM and follow up with Leadership team

Manage incoming leads and update CRM systems with relevant details.

Assist with social media tasks, including Facebook, IG posting and LinkedIn outreach.

Check timesheet and support in client billing

Handle dictations to draft and send emails.

Conduct online research and prepare prior to meetings.

Arrange travel and manage event planning, including preparation for parties and corporate events.

Oversee project timelines for all the clients

Coordinate household management tasks, including personal schedules and staff coordination.

Operational Management

Create and maintain Standard Operating Procedures (SOPs) to streamline workflows. are completed.

Prepare and send birthday cards monthly.

Manage Upwork Bidding

Support hiring processes, including scheduling interviews, conducting reference checks, and onboarding new employees.

Handle marketing needs, including email campaigns, text blasts, social media videos, and Canva projects for timely execution.

Manage personal administrative tasks for leadership.

Communication and Team Support

Serve as the main point of contact for phone and email inquiries, ensuring timely follow-up.

Collaborate with team members to ensure successful project and task completion.

Review voicemails, notes, and memos to address outstanding actions.

Ensure thank-you notes are sent and maintain strong relationships with key partners.

Order supplies such as business cards and letterheads as needed.

Prepare pre-listing activities for property listings.

Manage calendar appointments, property tours, and key events for the organization.

Required Skills

1. Strong organizational and time management abilities.

2. Excellent verbal and written communication skills.

3. Proficiency in using various office applications and gadgets.

4. Advanced knowledge of Google Sheets.

5. Expertise in productivity tools, including Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), and other relevant software.

If you meet the qualifications and are ready to take on this exciting opportunity, please submit your resume and cover letter detailing your relevant experience. We look forward to hearing from you!

Job Types: Full-time, Permanent

Pay: ?25,000.00 - ?40,000.00 per month

Schedule:

Day shift
Supplemental Pay:

Overtime pay Yearly bonus
Language:

English (Required)
Work Location: In person