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about 19 hours ago
Requirements and responsibilities
20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.A growing IT hardware distributor is seeking a highly organized Executive Assistant to support its Sales Director with executive administration, calendar management, communication, CRM organization, and day-to-day operational support.The primary objective of this role is to remove administrative responsibilities from the Sales Director so he can focus on customer relationships, business development, and revenue-generating activities. The ideal candidate is proactive, tech-savvy, and comfortable managing both business and personal administrative tasks while keeping priorities organized and ensuring nothing falls through the cracks.The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.Contractors will be required to provide services that align with the following client tasks:Executive Calendar & Time ManagementManage the Sales Director's business and personal calendarSchedule internal meetings, customer meetings, and appointmentsCoordinate restaurant reservations, travel arrangements, and personal appointmentsPrevent scheduling conflicts and optimize calendar efficiencySend reminders and prepare daily schedulesInbox & Communication ManagementMonitor and organize the Sales Director's Outlook inboxPrioritize emails requiring immediate attentionDraft routine email responses for approvalAnswer incoming phone calls when the Sales Director is unavailableTake detailed messages and route requests appropriatelyFollow up with internal teams and external contacts as directedSales & CRM AdministrationMaintain accurate records within GoHighLevel CRMUpdate contacts, opportunities, and follow-up activitiesAssist with sales pipeline organizationMaintain customer notes and supporting documentationHelp prepare information needed for customer meetingsSupport sales administration and reporting activitiesAdministrative & Business SupportCoordinate ordering and administrative purchasing tasksOrganize files and documentation within Microsoft 365Maintain spreadsheets, trackers, and reportsAssist with document preparation and workflow coordinationSupport internal operational projects as assignedPersonal Administrative SupportSchedule medical appointments and personal commitmentsAssist with organizing household bills and payment remindersCoordinate personal errands that can be handled remotelyResearch products, vendors, or services as requestedAssist with additional personal administrative tasks approved by the clientProcess ImprovementHelp organize recurring workflows and administrative processesIdentify opportunities to improve efficiencyDocument repeatable procedures and create basic SOPsRecommend practical technology solutions that improve productivityEach engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.SkillsThe Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:Previous Executive Assistant or Personal Assistant experience requiredExperience supporting sales executives or business owners preferredMicrosoft Outlook and Microsoft 365 proficiency requiredCRM experience (GoHighLevel or similar) preferredStrong organizational and project coordination skillsProfessional phone communication experienceAbility to manage confidential information with discretionStrong written and verbal English communication skillsIDEAL CANDIDATE PROFILEExperienced Executive Assistant supporting busy executives or sales leadersExceptional organizational and time-management skillsStrong written and verbal English communication skillsProfessional and polished on the phoneTech-savvy with strong Microsoft 365 proficiencyAble to prioritize competing tasks independentlyComfortable handling confidential business and personal informationProactive with excellent follow-throughInterested in becoming a long-term extension of executive leadershipAPPLICATION SOFTWARE KNOWLEDGEABLE / REQUIREDMicrosoft OutlookMicrosoft 365Microsoft TeamsGoHighLevel CRM (Preferred)Microsoft ExcelMicrosoft WordCalendar & Scheduling SoftwareSecure VPN Access (Client Provided)Work ScheduleContracted Hours per Week: 20 HoursScheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)Daily Working Time: Flexible (U.S. Business Hours Preferred)Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.Terms of EngagementContractors will operate under a Master Services Agreement and a Statement of WorkThis is not an offer of employment; contractors are not employees of 20four7VA or any clientAll compensation is processed through 20four7VA according to the terms of the engagementRole Summary & RequirementsREQUIRED SERVICE: Business SupportREQUESTED EXPERIENCE TIER LEVEL: Junior, Senior LevelContracted Hours per Week: 20 hours/weekDaily Working Time: Flexible (U.S. Business Hours Preferred)Scheduled Working Days: Monday-FridayREPORTING TO/POC: To Be DeterminedNumber of VAs: 1GENDER PREFERENCE: NoneLANGUAGES SPOKEN/PREFERENCE: English ACCENT PREFERENCE: Level A-B (Native or Near-Native English accent required)REGION PREFERENCES: AnyWhat we offerCompetitive ratesWeekly paymentsVarious open roles are availableFree training and upskillingConstant support and guidanceA vibrant community always ready to support youAnd more!