Executive Assistant - Project Management ZR22436JOB

This is a remote position.

Schedule:

• Flexible with twiceaweek catchups during Pacific business hours 20 hours per week)
  

Reports To:

• Cofounder of a marketing agency & Chief Operating Officer of a platform for online auctions
  

About the Companies:

• Marketing Agency: We specialize in SEO PPC web design and comprehensive marketing strategies for addiction treatment facilities. Our mission is to empower these facilities to reach and help more people in need.
  

• Online Auctions Platform: A leading platform for online auctions supporting nonprofits and organizations in raising funds efficiently and effectively.
  

Job Overview:

We are seeking a proactive highly organized and detailoriented Executive Assistant with strong project management experience to support a dualrole executive (Cofounder of a marketing agency and COO of an online auctions platform). The ideal candidate will excel in managing daytoday operations streamlining communication and driving project success across teams by handling timelines workflows deadlines and task delegation.

The Executive Assistant will take ownership of ensuring seamless operations and will be instrumental in driving the successful of multiple projects. In addition to administrative support you will play a key role in supporting both companies through effective project management and strategic planning.

Key Responsibilities:

Administrative Support

• Manage and prioritize email correspondence ensuring timely responses and flagging urgent matters.
  

• Schedule and coordinate meetings appointments and events optimizing the executive s calendar for maximum efficiency.
  

• Prepare and edit correspondence communications presentations and other documents with meticulous attention to detail.
  

• Conduct thorough research and compile comprehensive data for meetings reports and special projects.
  

Project Management:

• Take the lead in managing and tracking various projects from inception to completion ensuring timelines workflows and deadlines are met.
  

• Oversee the of crossfunctional projects by delegating tasks coordinating with teams and ensuring all project milestones are achieved.
  

• Regularly update project management tools (e.g. ClickUp) ensuring all stakeholders are aligned on project statuses and deadlines.
  

• Proactively identify potential roadblocks in project timelines workflows and delegate tasks to prevent delays.
  

• Support in project prioritization helping the executive navigate conflicting demands across different teams and stakeholders.
  

Task Management:

• Maintain a prioritized task list for the executive ensuring all responsibilities are accounted for and deadlines are met.
  

• Follow up on action items and reminders independently ensuring timely completion without prompting.
  

• Ensure all projectrelated tasks are delegated effectively across teams ensuring deadlines are met.
  

Reporting and Analysis:

• Pull and analyze weekly and monthly KPI reports budget and revenue numbers identifying trends and insights.
  

• Prepare detailed summary reports for executive review highlighting key metrics and areas for improvement.
  

• Assist in preparing financial reports tracking expenses and managing budgets with precision.
  

Communication and Liaison:

• Serve as the primary point of contact between the executive and internal/external stakeholders managing communications efficiently.
  

• Facilitate clear and effective communication across teams to ensure alignment and understanding of objectives.
  

• Draft and send out communications on behalf of the executive maintaining a professional tone and clarity.
  

Strategic Support:

• Assist with strategic planning and of company goals contributing ideas and insights.
  

• Identify areas for process improvement and proactively suggest and implement actionable solutions.
  

• Provide support for special projects and initiatives taking ownership and driving them to successful completion.
  

Personal Assistance:

• Handle personal tasks for the executive including travel arrangements personal appointments and overseeing certain aspects of the executive s home (e.g. cleaning and maintenance services) as needed.
  

• Manage personal commitments with the same level of efficiency and discretion as professional tasks.
  

Other Duties:

• Maintain confidentiality and handle sensitive information with the utmost discretion.
  

• Perform any other administrative tasks as assigned by the executive adapting to changing needs and priorities.
  

Requirements

• Proven experience as an Executive Assistant Project Manager or in a similar role preferably with remote work experience.
  
• Strong experience in managing project timelines workflows and deadlines across teams.
  
• Exceptional organizational and timemanagement skills with the ability to multitask and prioritize effectively.
  
• Experience in delegating tasks and managing team dynamics to ensure project success.
  
• Excellent written and verbal communication skills with a professional demeanor.
  
• Proficiency in MS Office Google Workspace and project management software (e.g. ClickUp Asana Trello).
  
• Proactive mindset with a strong problemsolving attitude capable of thinking independently and taking initiative.
  
• High level of discretion and confidentiality.
  
• Ability to adapt to new tools and technologies quickly.
  

• Permanent workfromhome
  
• Immediate hiring
  
• Steady freelance job