Assistant Project Manager/Executive Assistant

Role Description

Check Off Your List (COYL) is hiring a remote part-time Executive Assistant to support our exponential growth.

This is a remote position (seeking employees based in Florida, Maine, Ohio, Texas). This role will start at 10-15 hours a week and can quickly grow from there.

Objectives of the Role:

• Report to the Project Manager and Manager of the Executive Assistant team
• Assist clients as directed
• Maintain client relations and refine internal processes that support COYL and clients
• Manage communication between various clients’ upper management and employees, liaising with internal and external executives on projects and tasks
• Plan and orchestrate work to ensure the client’s priorities are met, organizational goals are achieved, and best practices are upheld

Daily and Monthly Responsibilities (dependent on client needs):

• Manage the professional and personal needs for various clients
• Track detailed records in timekeeping system
• Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to our virtual clients’ senior executives
• Manage, coordinate, and arrange our virtual client’s travel and travel-related activities, including hotel booking, transportation, and meals
• Perform administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contact database
• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with various clients and our company
• Track action items and follow up with the client and internal team members to ensure deadlines and commitments are met
• Assist with meeting preparation including agendas, materials, note-taking, and follow-up items
• Support operational tasks such as CRM updates and workflow coordination
• Organize client communications
• Return phone calls and relay messages
• Plan client events
• Respond to all requests within a maximum of 4 business hours
• Navigate priorities while multi-tasking
• All other tasks as needed

Qualifications

• 4 years of experience in an administrative role reporting directly to senior management
• Superb written and verbal communication skills
• Strong time-management skills and the ability to organize and coordinate multiple projects
• Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems
• Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
• Ability to keep various companies’ confidences
• Promptness and a motivated self-starter
• Confident and professional phone presence
• Available to help with urgent requests

Preferred Qualifications

• Experience developing internal processes and filing systems
• Associates or above degree in administration; or equivalent experience
• Knowledge of CRM such as Active Campaign, Zoho, pipedrive, etc.

Schedule

• Monday to Friday
• Part-time with the potential to grow to full-time