National Capital Region Jobs Executive Assistant – 13078183763 Position at Support Shepherd

Job Info

LOOKING FOR FILIPINOS OR PHILIPPINES-BASED CANDIDATES

Position : Admin Assistant/C-Level Executive Assistant

Working Hours : M-F 9AM-5PM EST

Salary Range : 800-1200 USD

ABOUT THE CLIENT/COMPANY:

SaaS Product Marketing & Growth Advisor

Note from the client:

If you’re an applicant reading this, hi! My name is Claire, and I’m the co-founder of (my company – confidential).

Currently, there are many responsibilities on my plate that are crucial to running our business, but that prevent me from focusing on growing our business. I’m hiring for this role so that these crucial responsibilities can be delegated, which will enable me to focus my time less on day-to-day operations, and more on revenue growth.

The person in this role will be supporting me in both professional and personal contexts. The right person is amazing at providing behind-the-scenes support, can manage sensitive matters with a high level of confidentiality and discretion, and strives for flawless execution.

This role is about much more than serving as a reactive “virtual assistant” who waits to be given assignments. They are a true partner and super-important team member!

Results & responsibilities

The ultimate measure of success for this role is: if something happens and Claire can’t show up to work, can the business continue operating without her? The ultimate goals are to 1) remove Claire as the bottleneck on key operational aspects of the business, and 2) remove “life admin” tasks from her plate.

To achieve these goals, we’ll be working very closely together, and you’ll be privy to lots of sensitive information. Confidentiality and discretion are key!

On any given day, here’s what you might be doing:

• Serving as “chief point of contact” to anyone on the team who needs guidance from Claire
• Keeping a close eye on the financial health of the business, and reporting this to Claire
• Keeping a close eye on personal finances, and reporting this to Claire
• Creating and sending monthly Profit and Loss (P&L) reports to Claire
• Reporting on other key business metrics, e.g. marketing & sales
• Serving as “project manager” on key projects Claire is responsible for, both work and personal
• Keeping Claire informed of the status on all projects currently in progress
• Professional and personal calendar management
• Preparing presentation materials and agendas
• Attending and facilitating meetings
• Capturing notes and action items, then completing those action items
• Reviewing the CRM and helping Claire with email outreach to leads in need of follow-up
• Preparing client engagement agreements and collecting e-signatures
• Onboarding new team members
• Liaising with the Finance Manager to manage team member payments
• Creating new SOPs where needed and updating old ones
• Administrative research, both work and personal
• Appointment scheduling, both work and personal
• Travel planning and expense reporting, both work and personal
• Creating grocery lists and ordering groceries to be delivered
• Ordering gifts and sending cards (birthdays, weddings, anniversaries, etc)
• Completing other miscellaneous work and “life admin” tasks that can be done remotely

Requirements

• • These are MUST haves. A candidate must meet all requirements for consideration.
    • Alignment with our values of Excellence, Agency, Empathy, and Respect
    • Key experience: 3+ years supporting C-level leaders
    • Comfort and previous experience in a remote-first, tech-first environment
    • Proficiency with Google Workspace, Slack, WhatsApp, Quickbooks
    • Comfortable working with, and has a good understanding of, finance and numbers
    • Strong project management skills
    • High attention to detail
    • Polished excellence: you have high EQ and executive presence, and a natural ability to build and maintain relationships. You tactfully negotiate complex dynamics with sensitivity and discretion, effectively manage intricate projects and partnerships, and are a precise and polished representative of Claire and the company as a whole.
    • Ownership and partnership: you’re great at viewing the bigger picture to help you anticipate needs and identify priorities. You’re able to set up systems and processes. As you are prioritizing Claire’s time, you ensure that the little details never slip through the cracks.
    • Expert communication: you effectively drive alignment and understanding across stakeholders. You communicate efficiently and without ambiguity. You understand the importance of both method and timing in communication, and you skillfully adapt your style to match context and meet the unique needs of your audience.

    Highly desired
    These are SHOULD haves. A candidate should meet some for consideration.

    • Ability to think outside the box with a bias toward action**
    • Extreme attention to detail (spelling, formatting, consistency, following processes)
    • Ability to act independently, organize workload, set priorities, work well against deadlines and handle confidential material
    • Business sense: has a strong business sense and can decipher priorities and make sound judgment calls when needed

    Bonus
    These are NICE to haves. An ideal candidate has these, but others will still be considered.

    • 5+ years supporting C-level leaders in a high-growth stage company
    • Previous experience working with, or within, SaaS/tech companies
    • Proficiency with Notion, Zapier, Clockify, LastPass or Dashlane, Loom, and Asana

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