Executive Assistant

What Are We Looking For

MultiplyMii is in search of an Executive Assistant who will work with our client partner who has been helping businesses for over a decade by creating, documenting, and implementing processes and procedures, and training manuals. Their mission is to bring order to companies by documenting how to do each position and defining and documenting the different business processes. The result is stable, expanding businesses.

The Executive Assistant’s purpose is to assist the CEO to free her time for essential income-earning actions and other activities of her choice and to protect her from overload and distraction.

Beyond your experience, we are also looking for someone who is professional and possesses impeccable English language communication skills, both written and verbal.

This role is 100% remote work.

In This Role, You Will

• Receives all written communication for the CEO
• Sorts and handles the communication for the CEO by either responding to the communication, suggesting drafts, or routing to the CEO
• Acts as a “gatekeeper” for the CEO and does not let anyone interrupt the executive unnecessarily.
• Handles incoming calls and takes messages.
• Assists clients with various questions and requests.
• Sets appointments for the CEO and confirms them.
• Monitors the calendar, color codes appointments, and blocks times for different activities.
• Assists in creating presentations for clients.
• Assists with onboarding of new clients – create the scope of work and sends it to the client for signature.
• Sends invoices and collects money from clients.
• Locates and compiles information; formats reports, graphs, tables, records, and other sources of information (using Excel, Word, PowerPoint, and other Process Documentation software that the company uses)
• Assists with special events planning such as webinars and speaking engagements.
• Reaches out on LinkedIn to find podcasts and speaking engagements for the CEO.
• Schedules podcasts guests for the business’ own podcast.
• Help with processing podcast episodes to send to the marketing team.
• Does outreach on LinkedIn to prospective prospects as directed by the marketing team.
• Updates CRM on a regular basis and monitors activities that need to be done (we use Pipedrive)
• Calculates, gathers, and records daily statistics for the company (we use a statistic program called UseMyStats)
• Maintains and updates the different boards in the project management software (Click Up)
• Monitors other project management software that is used by clients to alert consultants of tasks that need to be done (such systems include Monday.com, Click Up, etc)
• Answers staff requests and questions.
• Assists with process documentation projects
• Operates personal computer to access e-mail, electronic calendars, and other basic office support software
• Uses various software applications such as spreadsheets, databases, statistical software, and graphics packages to assemble, manipulate and/or format data and/or reports. Basic knowledge of how to edit basic information on a website.
• Handles IT issues
• Exercises administrative judgment and assumes responsibility for decisions, consequences, and results impacting staff, costs, and/or quality of service within the functional area
• Assists CEO with personal errands for the purpose of freeing her time
• Keeps the CEO producing by minimizing distractions and unnecessary communications or problems.
• Executes special projects as assigned
  
  

About You

• 3+ years of experience in Project Management/Executive Assistant or other relevant position
• Excellent communication skills both written and verbal
• Perfect mastery of the English language - must have perfect grammar, spelling, and ability to communicate ideas and concepts in American English.
• Ability and willingness to work remotely. Must have an appropriate setup where they can work uninterrupted.
• Excellent customer service skills
• Driven and eager to learn new things
• High mastery of computers and software: Microsoft 365 suite, Gmail interface, Pipedrive, Click Up, Monday.com, Slack.