The Executive Assistant will support the US Sales Team by managing emails, calendars, travel arrangements, and financial documentation, while also providing marketing support and assisting with project management.
*Only those with 2+ years of Executive Assistance Experience will get an interview. Once you apply you will be sent a video interview link. You will only get an in-person interview if you complete the video interview task first*
We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to our team. The ideal candidate will be a top-performing professional who can seamlessly manage the day-to-day administrative tasks and contribute to the overall efficiency of our team.
We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to our team. The ideal candidate will be a top-performing professional who can seamlessly manage the day-to-day administrative tasks and contribute to the overall efficiency of our team.
Key Responsibilities
- Email Management: Efficiently manage and prioritize the executive's email correspondence, ensuring timely responses and appropriate follow-ups.
- Phone Calls: Handle both inbound and outbound calls as needed
- Calendar Management: Maintain and organize complex calendars, schedule appointments, and coordinate meetings with internal and external stakeholders. (use of Calendly is integrated)
- Bookkeeping: Provide light bookkeeping support, including expense tracking, invoice processing, and financial documentation organization.
- Marketing Support: Utilize Canva for designing professional and visually appealing presentations, marketing materials, and other collateral as needed. This may include graphics such as thank-you notes, birthday cards, etc.
- Social Media: Coordinate a social media calendar to ensure all posts make it to the appropriate medium.
- Travel Coordination: Arrange and coordinate travel plans, accommodations, and itineraries for business-related trips.
- Document Preparation: Draft and edit correspondence, reports, and other documents on behalf of the executive team.
- Meeting Coordination: Prepare meeting agendas, attend meetings as needed, and compile meeting minutes. Ensure effective communication and collaboration within the team.
- Project Management: Assist in managing special projects, ensuring they are completed accurately and on time.
Skills, Knowledge and Expertise
- Proven experience as an Executive Assistant, supporting high-level executives in the mortgage or financial industry.
- Exceptional organizational and multitasking abilities.
- Proficient in all social media types
- Strong attention to detail and a proactive approach to problem-solving.
- Ability to handle many tasks in an ever-changing environment
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite and other relevant software.
- Knowledge of Shape CRM is a plus.
- Proficiency in Canva for assistance with marketing flyers is a plus.
Benefits
- Above market salary
- HMO on Day 1 for principal and two dependents
- Government-mandated benefits
- Performance-based Incentives
- Quarterly Company Events
- 1,000 PHP De Minimis
- Equipment and software provided
About
NightOwl Consulting was born from the desire for more! As prior clients of a BPO, we found ourselves struggling with support, understanding of our business industry, and the treatment of our global family… from this, NightOwl Consulting was born. Our mission is to connect companies with world-class talent with the overall vision to build a global family that aspires to reach its highest potential.
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