Executive Assistant

Job Description: Executive Assistant

Key Responsibilities

Executive & Administrative Support

* Manage calendars, schedules, appointments, and meetings.

* Help organize daily priorities, follow-ups, and action items.

* Maintain task lists and ensure important deadlines are tracked.

* Assist with general administrative and operational activities.

* Help organize information and ensure follow-ups are completed on time.

Statements of Work & Documentation

* Prepare and send Statements of Work (SOWs) and related documents.

* Track SOWs and proposals that have been sent to clients.

* Follow up on outstanding documents and ensure completed documents are received.

* Maintain organized records of client documentation and project information.

Time & Activity Tracking

* Assist with recording and maintaining time-tracking information.

* Keep records accurate and up to date.

* Help ensure administrative reporting and tracking requirements are completed regularly.

Marketing & Business Development Support

* Assist with outbound marketing activities.

* Support basic business development and client outreach initiatives.

* Help maintain and update LinkedIn activity and profile information.

* Assist with creating and scheduling LinkedIn posts and other professional content.

* Support general marketing coordination for upcoming events and business initiatives.

* Help promote and coordinate communications for events, including an upcoming October event.

Technology & AI-Assisted Productivity.

* Use AI tools to improve productivity and streamline repetitive administrative tasks.

* Assist with organizing meeting notes, action items, reminders, and follow-ups using AI-powered tools.

* Be comfortable learning and adopting new technology and productivity platforms.

* Identify opportunities where automation or AI can reduce repetitive administrative work.

Required Skills & Qualifications

* 1+ years of experience as an Executive Assistant, Virtual Assistant, or similar role.

* Strong organizational, time-management, communication, and multitasking skills.

* Experience with calendar management, scheduling, follow-ups, and business documentation/SOWs.

* Ability to handle time tracking, administrative tasks, and client coordination.

* Basic knowledge of LinkedIn, outbound marketing, and business communication.

* Comfortable using AI tools such as ChatGPT/Claude and learning new technology.

* Proactive, detail-oriented, dependable, and able to work independently.

* Availability for approximately 20 hours per week, preferably with Pacific Time overlap.

US shift

Salary- 20-22k (4 hours)