Personal Assistant

Job Summary:

We are looking for an experienced (4 years) Virtual Personal Assistant to be the right hand for a very busy CEO overseeing and leading a Non Profit. Assisting the CEO primarily (75% of the time) and occasionally 1-2 key members of the team.

The right person for the job should be capable of wearing many hats and providing support in both personal and professional levels. Must be discrete and have a “can do” attitude who is a competent multi-tasker possessing a drive to handle all projects with tact and precision.

They should have effective communications both verbal and written, customer/client-centered; multi-lingual proficiency a plus, they’re not afraid to be proactive and ask questions also they need to be a self-starter who can work effectively with minimal supervision

Social Media Proficiency/Creativity – ability to handle routine website updates and social media postings

20 hours per week. M-F daily remote “in-presence” availability between 10:00 a.m. – 1:00 p.m. or 11:00a.m. – 2:00 p.m. CST

Duties/Responsibilities:

• Supports clients directly as the go-to person for all needs, including daily administration, calendar management, travel schedules, project coordination, delivering presentations, answering calls, etc.
• Is a spokesperson for the CEO on all matters.
• Ability to transcribe notes from meetings with the CEO or the ‘event writer’ for the creation of Blog/Website/Social Media posts
• Establish and maintain a core Filing System. This includes key documents, graphics, templates, photos and videos; Contact List Management; Telephone System Protocols (daily check/receipt and handling of messages to the central line)
• Inventory and assess existing office applications: Identifying the purpose and need of those systems, who are users (access levels), cost, renewal period, and provide recommendations on what do we need to do to provide for appropriate access with controls (technology – computers, apps, and access)
• Conserves client’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
• Prepare and build meeting presentations for CEO, heavy powerpoint creation and usage
• Coordinates projects by capturing timelines and strategies and delivering progress updates.
• Prepares meeting rooms for appointments, coordinates schedules, and greets customers and clients prior to meetings.
• Keeps, prepares, and distributes minutes of meetings.
• Coordinate with Accounting to ensure that all invoices and timesheets are available for the CEO to review by 2pm on Fridays.
• Create guides to help CEO navigate various programs easily and efficiently

Job Type: Part-time

Pay: $30.00 - $35.00 per hour

Expected hours: 20 per week

Experience:

• Executive Level Assistant: 4 years (Required)

Work Location: Hybrid remote in Mobile, AL 36609