Assistant Project Manager/Executive Assistant

Executive Assistant

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

COYL provides highly trained, remote professionals in bookkeeping, executive assistance, human resources, marketing, web design, and IT Support on a pay-what-you-need model so our clients can focus on what matters most their business.

We work remotely, but we stay connected through Zoom meetings and Teams. Enjoy the best of both worlds - work from home without the isolation!

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

Skills and 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