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Posted about 2 months ago
Responsibilities & more
Executive Assistant (Remote, Full-Time).
Join a mission-driven team at Helm, supporting visionary leaders in the consulting industry.
About the Role:
- Helm is seeking a highly organized and proactive executive assistant to support a dynamic executive team of two, working closely with our client in the consulting industry. This is a fully remote, full-time position ideal for someone who thrives in a fast-paced, multifaceted environment.
- In this role, you’ll play a pivotal part in ensuring the executives’ time, tasks, and priorities are optimized and aligned. You’ll manage complex calendars, coordinate across multiple ventures, support client communications, and assist with logistics, administration, and light business development tasks.
- The ideal candidate brings a proven track record as an Executive Assistant, a high level of professionalism, and the ability to work independently with precision and poise.
Key Responsibilities:
- Calendar & Scheduling Management.
- Coordinate and manage complex calendars across multiple clients and ventures. Schedule and confirm internal and external meetings, appointments, and occasional travel, ensuring time is optimized and conflicts are avoided.
Client Meeting Preparation:
- Confirm and prep for upcoming meetings, sending pre-work and agendas to ensure clarity and alignment in advance.
Task & Action Item Tracking:
- Review meeting notes and AI-generated summaries to track open items and proactively follow up on deadlines.
Contact & File Management:
- Maintain an organized contact database (clients, vendors, investors), support cloud-based file organization, and oversee document storage systems.
Administrative & Executive Support:
- Assist with contract management, manage SaaS subscriptions and licenses, handle e-signature workflows (e.g., DocuSign), and support day-to-day operational needs.
Research & Light Business Development:
- Conduct market or client research, gather background on prospective partners, and support BD initiatives with insight gathering and prep work.
Event & Meeting Logistics:
- Coordinate logistics for quarterly investor/advisor Zoom sessions and 1–2 in-person networking events annually.
Expense Reporting:
- Prepare and code monthly executive expense reports with accuracy and timeliness.
What We're Looking For:
- 3+ years of experience in an Executive Assistant or similar support role.
- Prior experience supporting executives in professional services (e.g., consulting, VC/PE, law, finance, or other B2B/project-based industries) is highly preferred.
- Proficient with Google Workspace, Microsoft Office Suite, DocuSign, and cloud-based collaboration tools.
- Tech-savvy with a willingness to adopt emerging tools (e.g., AI assistants like ChatGPT)
- Strong verbal and written communication skills; excellent attention to detail.
- Self-motivated, solutions-oriented, and comfortable working independently in a remote environment.
- Fluent in English with a proactive and professional demeanor.
Location: Remote (Contractor basis).
Weekly Hours: 40 hours/week (within PST time zone).
Compensation: $10–$15/hour, based on experience.
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