I'm looking for someone who is smart, organized, and trustworthy to be my executive virtual assistant. Bluntly, I'm looking for a perfectionist who is extraordinarily detail-oriented.
▶ PLEASE NOTE: This is not an entry-level assistant position. You MUST have at least 3+ years experience as a Virtual Executive Assistant for an executive or business owner.
▶ This is a fast-paced, extremely detail-oriented, and high-pressure role. Expect to get multiple emails/messages each day — many of which include tasks that must be done that day. You'll handle my business and personal details, including travel, scheduling, and coordination with my team.
▶ I'm a demanding boss and am looking for someone with extreme attention to detail who enjoys negotiating deals, having high-stakes commercial conversations, finding the best travel arrangements, and is fun to work with. If you're looking for a slower role with 9-5 hours, this is NOT for you.
▶ But if you have extensive experience managing an executive or business owner’s calendar, travel, and personal affairs, this position will be very challenging and extremely rewarding. This position has a ton of growth potential, so I want to find someone who’s in it for the long haul.
▶ This is a full-time role (30-50 hours/week) after an initial trial period of 10 hours/week. It's also remote, so you can work anywhere in the United States. Ideally, you’ll be based in NYC, but it’s not essential. We communicate via email, chat, and phone.
Tasks & Responsibilities
▶ Maintain my daily calendar, arrange calls, meetings, and take minutes while ensuring all details are handled in a clear and organized manner.
▶ Assist with monitoring of my inbox and emails, including quickly responding to clients, partners, and other business contacts.
▶ Serve as the point person for both internal and external stakeholders, be adept at critical high stakes conversations and act as the professional gatekeeper. You’ll keep them happy while meeting my business objectives. This involves being diplomatic, thinking on your feet, dealing with people sensitively and effectively, and communicating negative or neutral information positively.
▶ Track and maintain updated records on the status of multiple projects, ensuring that nothing slips through the cracks.
▶ Assist with the creation/review/execution of business documents/contracts.
▶ Manage the production of blogs and videos. I’ll write the blog, give the talk, or provide ideas, but I need you to handle the rest.
▶ Assist with event planning for small team meetings, and the annual company meeting, including travel arrangements, lodging, transportation, meeting rooms, dining options, activities, coordinating with all attendees, and some onsite execution.
▶ Handle personal details such as shopping, ordering gifts, scheduling personal appointments, and maintaining household items.
▶ Oversee the recruitment process of new team members.
▶ Overall, you’ll ensure that things get done. No job is too large, and no task is too mundane.
Knowledge & Skills
▶ Ability to manage multiple incoming requests while ensuring they are relayed or handled at the appropriate time, in the necessary order, and in the correct manner.
▶ Tech-savvy and already a pro with the platforms we use, including Asana, GSuite, Microsoft Office, WhatsApp, Skype, and Zoom. (If you aren’t, I’ll need to feel confident that you can pick them up quickly.)
▶ Top-notch communication via email and phone, external and internal. You’re not afraid of being tactfully aggressive to meet deadlines. You can dial the CEO’s office of an important client without being shy and craft thoughtful emails. You know how to get people to respond without being annoying, and balance cheerfulness and creativity with being firm and ever-present.
▶ You love research and checklists. You are passionate about efficiency, always looking for ways to set up new systems and processes which streamline business and personal functions, and offering creative solutions to unique challenges.
▶ Ability to solve tasks with minimal or no guidance and delegate where necessary.
▶ Ability to work under pressure and quickly and efficiently problem solve, all while experiencing frequent interruptions.
▶ Takes full ownership of tasks through to completion.
Education & Experience
▶ At least 3+ years experience as an Executive Assistant for a C-suite executive or business owner.
▶ You thrive under pressure with deadlines. You’re highly organized with a killer ability to prioritize and execute. You can handle 50+ emails/messages per day, including rapid tasks and long-term projects, never letting anything slip through the cracks.
▶ Trustworthy with strong personal integrity.
▶ Forward-thinker and problem solver who can proactively handle circumstances and situations to head off any crisis situations.
▶ Experience managing an executive calendar. Must be flexible with schedule. I travel often.
▶ Perfectionist, super attention to detail with proven ability to prioritize and execute tasks.
▶ A love of learning — you’re always striving to improve, whether by listening to podcasts, reading books, or pursuing challenging physical/emotional/spiritual endeavors.
▶ You have a quiet, dedicated workspace with a reliable internet connection where you can work and make phone and video calls without distraction or interruption.
▶ Since this is a virtual position, you must be a self-starter, self-motivated, and able to work independently with minimal oversight.
▶ Must be comfortable developing and working in a virtual relationship and having a limited face-time.
Personality traits I’m seeking for this role: articulate, persuasive, energetic, rigorous, problem-solver, focused, creative, assertive, organized, sensitive, caring, discerning, can-do attitude.
▶ Paid time off
▶ Flexible schedule
▶ Remote work
▶ Monthly travel and phone stipend
▶ Pay: $35-$50/hr (subject to experience) + Bonuses, Eligible for OT
TO APPLY FOR THIS JOB
You need to submit this application:
We will not consider candidates without an application
Founded in 2001, we partner with sub-contractors and architectural design teams to build beautiful spaces in Manhattan. We’re a small team and love what we do. Our projects are always on time and on budget, which is unheard of in Manhattan. Our high growth rate reflects a company-wide entrepreneurial attitude, “team first” culture, and dedication to six core values:
1) Communicate Clearly – We communicate clearly to understand and be understood. Listen, confirm, speak.
2) Be Accountable – We own the outcome of our actions, choices, and thinking. We are disciplined and follow through for excellence, no matter what came before.
3) Take Initiative – When there is an opportunity to add value or correct an issue, we do.
4) We care – We care deeply about each other, our work, and what is best for our clients.
5) Always be learning – We are curious and available to learn.
6) Do it once – We plan ahead, we are prepared. We do it once and get it right the first time.
More info: www.westvillagegc.com