Executive Assistant

Scale Army Careers • Full-time • Remote (Nigeria · Morocco · South Africa · Ethiopia · Egypt) • $650 - $800 / month • 3w ago

Our client is seeking an Executive Assistant to be responsible for providing high-level administrative support and ensuring efficient operations. You will assist in preparing presentations, client-facing materials, and internal documents while keeping client and vendor information organized and up-to-date. Your role will also include handling various logistics tasks such as travel arrangements, vendor outreach, and managing project timelines. The ideal candidate will have excellent organizational skills, be highly proficient in G Suite, and have the ability to juggle multiple tasks in a fast-paced environment.

Location:

Fully-Remote (Work from Home), 9 AM - 5 PM EST

Key Responsibilities:

Document Preparation & Organization:
Prepare presentations, internal documents, and client-facing materials in advance of meetings.
Maintain and organize client documents, spreadsheets, and shared folders to ensure easy access and version control.
Ensure that all files and materials are updated, well-organized, and easily accessible for the team.
Communication & Coordination:
Answer and triage the executive’s inbox, prioritizing and responding to emails as necessary.
Manage client and vendor communications efficiently, ensuring timely responses and updates.
Support general project management tasks to ensure that all deliverables are on schedule and properly coordinated.
Vendor & Client Logistics:
Coordinate attendee travel details, including hotel bookings and transportation arrangements, with hotel partners and vendors.
Conduct vendor research and outreach for various event-related services, such as venues, photographers, wellness providers, and transportation.
Manage vendor follow-ups, track responses, and ensure all details are organized for timely decisions and confirmations.
Expense Management & Tracking:
Track and manage receipts and expenses across multiple client projects, ensuring all expenses are properly logged and accounted for.
Assist with the reconciliation of expenses and maintain accurate financial records.
Personal Logistics & Miscellaneous Tasks:
Assist with personal logistics tasks, including gift purchasing, restaurant reservations, and other errands as required.
Provide support with personal communication, ensuring that emails and messages are properly edited and conveyed.

Qualifications:

Experience & Skills:
3+ years of experience as an Executive Assistant or in a similar administrative support role.
Proficiency in G Suite (Docs, Spreadsheets, Google Slides, etc.), with a strong understanding of document organization and version control.
Familiarity with Airtable and Canva is a plus.
Strong organizational skills and the ability to manage multiple tasks and projects simultaneously.
Experience managing stakeholder relationships and coordinating logistics for travel and events.
Excellent written and verbal communication skills in English, with a keen eye for detail and copy editing.
Attributes:
Highly communicative with the ability to maintain professional, clear, and timely communication with clients and vendors.
Strong attention to detail, ensuring that all tasks are completed accurately and efficiently.
Self-starter, able to work independently while also being a proactive and reliable team player.
Flexible and adaptable in a fast-paced environment, with the ability to prioritize tasks effectively.
Motivated by helping others and ensuring smooth operations for both personal and professional projects.
Willingness to Travel: The ideal candidate will be open to occasional travel as required for events, conferences, or team collaboration, with flexible availability.

What Success Looks Like:

Timely completion and organization of client and internal documents, ensuring easy access for team members and clients.
Efficiently managing communication, ensuring that no task or email is missed and that follow-ups are always timely.
Maintaining organized tracking of vendor responses, travel logistics, and project expenses, ensuring nothing falls through the cracks.
Successful coordination of logistics, meetings, and events with all involved parties, ensuring deadlines are met and client satisfaction is high.

Opportunity:

This is an exciting opportunity to work with a fast-paced, high-end events management company. If you are highly organized, detail-oriented, and thrive in a dynamic environment, apply today to be part of a team dedicated to delivering exceptional event experiences!

Application Process:

To be considered for this role these steps need to be followed:

Fill in the application form
Record a video showcasing your skill sets

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