Senior Executive Assistant VA Team Lead
Senior Executive Assistant VA Team Lead
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Job Description
Senior Executive Assistant & VA Team Lead
Position Location: Remote (Philippinesbased)
Department: Administration
Type: FullTime
Compensation:USD
Position Overview
The Senior Executive Assistant & VA Team Lead will directly support our CEO with administrative scheduling and organizational tasks. Additionally this role will act as the team lead for our Philippinesbased virtual assistants providing guidance oversight and coordination of tasks across the VA team. The ideal candidate will have seniorlevel administrative experience exceptional communication skills and strong leadership capabilities.
Key Responsibilities
- Executive Support: Manage the CEO’s email inbox calendar and scheduling of meetings ensuring efficiency and optimal prioritization.
- FollowUp Coordination: Regularly follow up on projects tasks and deadlines with other team members ensuring effective progress and completion.
- VA Team Leadership: Act as the primary point of contact and team leader for all Philippinesbased virtual assistants providing oversight support and leadership to the team.
- Recruitment Participation: Assist in recruiting interviewing and onboarding future Philippinesbased hires to support Majestic’s ongoing growth.
- Administrative Tasks: Handle various administrative duties as required including document preparation recordkeeping and other organizational tasks.
- Communication: Ensure clear fluent and professional communication between the CEO the executive team and other staff.
- CrossTeam Support: Occasionally assist other senior executives and department managers with scheduling coordination and administrative tasks.
- Travel Coordination: Book and coordinate domestic and international travel arrangements including flights hotels and detailed itineraries.
- Research & Reporting: Conduct research and summarize findings clearly in reports or presentations.
- Meeting Support: Prepare meeting agendas briefing documents and materials; take detailed notes and distribute action items.
- Document & File Management: Maintain organized and accessible digital files with proper version control.
Key Performance Indicators (KPIs)
- Timely management of CEO inbox and calendar
- Effectiveness in coordinating and ensuring task completion across teams
- Quality and clarity of internal communications
- Successful leadership and engagement within the VA team
- Accuracy and efficiency in managing travel and administrative tasks
Qualifications
Education & Experience:
- Bachelor's degree or equivalent professional experience
- 5 years of seniorlevel executive assistant or administrative support experience
- Experience managing or leading virtual assistant teams preferred
Skills:
- Fluent professionallevel proficiency in English
- Exceptional organizational and timemanagement skills
- Strong leadership and team management abilities
- Excellent written and verbal communication
- Proficiency in Google Suite Notion Slack Loom and HubSpot
- Ability to create visually appealing presentations using Figjam or Canva
Key Competencies:
- Highly organized and detailoriented
- Proactive solutionoriented approach
- Strong leadership and interpersonal skills
- Discretion and confidentiality
- Ability to effectively manage multiple priorities and deadlines
- Adaptability to new tools and technologies
Employment Type
Full Time
