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Posted 3 months ago
Responsibilities & more
We're looking for an Executive Assistant to join our growing team at HELM! You'll be working with our client in the consulting industry in a remote capacity.
As an experienced executive assistant, you will support an executive team of two, handling complex calendar management (coordinating across multiple clients and ventures), task tracking, client scheduling, logistics, and other tasks to ensure the executives’ schedules remain organized and they are up-to-date with key information. Additional responsibilities will include administrative tasks, research for clients and business development to support the company’s growth. The ideal candidate will have prior EA experience, exceptional organizational skills, strong attention to detail, be a multitasker, have a fast, independent work style, and have a positive, proactive attitude.
Responsibilities:
- Scheduling & calendar management: Coordinate, schedule, and confirm meetings, appointments, and limited travel arrangements, primarily for the CEO. This includes complex calendar management to align schedules across multiple ventures, ensuring the - CEO’s time is well-organized and optimized.
- Client meeting confirmations & agendas: Confirm upcoming meetings in advance, ensuring all pre-work and agendas are sent beforehand to ensure smooth and efficient meetings.
- Task management: Track open action items and due dates, and review AI-generated meeting recaps to identify new tasks for follow-up.
- Contact management: Maintain and organize the client, vendor, and industry contact database, categorizing it for email newsletters and investor communications.
- Executive Support: Assist with tasks such as contract management, maintaining cloud server files, overseeing SaaS licenses and user access for key platforms (e.g., Google - Workspace, AI note-taking tools), and more.
- Research & Ad-hoc requests: Conduct web-based research on prospective clients or industry partners in preparation for executive meetings.
- Contract management: Send NDAs and other standard contracts for e-signature, ensuring timely completion.
- Event coordination: Assist in planning the logistics for quarterly virtual investor and advisor Zoom sessions, as well as 1-2 in-person networking events each year.
- Expense reports: Help prepare and code monthly executive expense reports for accurate tracking.
Requirements:
- 3+ years of prior executive assistant experience preferred.
- Prior experience in an executive assistant capacity for a professional service firm (management consulting, private equity, venture capital, investment banking, accounting.or law, and other project-based B2B businesses) is helpful but not required.
- Digitally savvy, adept with core platforms (Google Drive/Workspace and Microsoft Office Suite/Google Docs/Sheets/Slides, Gmail, DocuSign, etc.), comfortable with emerging technologies (i.e., AI ChatGPT or equivalent) for research and basic spreadsheet skills.
- Fluent in written and spoken English.
- Fast, efficient working pace and ability to manage multiple tasks & priorities simultaneously.
- Strong written and oral communication skills and proofreading skills.
- Driven, proactive self-starter mindset and working style, and positive, can-do attitude.
- Location: Remote (contractor basis).
- Weekly Hours: 30 hrs per week, 4-6 hours per day with a flexible schedule within PST.
- Pay Range: $15 to $20, depending on experience.
A bit about us... Helm is a staffing agency that exists to help people achieve freedom. You can learn more about this at our website or from our founder’s podcast.
Note: Candidates that sound like native English speakers will be preferred.
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