Job Description
Why Join Us? Become a part of a team that values your skills and you as a person. We foster a fun, family-friendly environment that prioritizes well-being and collaboration.
Position Summary: We are seeking a highly skilled Virtual Executive Assistant to support our executive leadership team. In this role, you will provide essential administrative support to the CEO and other key executives, helping manage schedules, communications, and projects. You'll play a vital part in ensuring smooth daily operations and effective communication between the executive team and various stakeholders, particularly those based in the US. This is a part-time contractor position, requiring 10 to 25 hours per week.
Key Responsibilities:
Administrative Support:
Manage complex calendars, schedule meetings, and coordinate appointments across various time zones.
Handle confidential information with utmost discretion.
Prepare and organize meeting materials, agendas, presentations, and reports.
Coordinate travel arrangements for both domestic and international trips.
Communication:
Serve as a point of contact between the executive team and internal/external stakeholders.
Draft, proofread, and send emails, documents, and communications on behalf of the CEO.
Attend meetings, take minutes, and follow up on action items to ensure timely completion.
Project Management:
Assist with executive-led projects, ensuring deadlines and milestones are met.
Track progress on key initiatives and communicate updates to relevant stakeholders.
Coordinate cross-functional projects involving multiple departments and external partners.
Event Planning & Coordination:
Organize company events, executive off-sites, and team-building activities.
Arrange logistics for client meetings, board meetings, and other corporate events—both remote and in-person.
Data Management & Reporting:
Maintain and organize files, records, and documentation for easy access.
Prepare reports, dashboards, and summaries based on company data for the executive team.
Relationship Management:
Build strong working relationships with internal teams, external partners, and clients.
Anticipate the needs of executives and provide proactive support.
Qualifications:
Language Skills: Fluent in English (spoken and written); fluency in German is preferred but not required.
Experience: 3+ years as an Executive Assistant, preferably in a tech company, health industry, or fast-paced environment.
Technical Skills: Proficient in Google Workspace (Gmail, Google Drive, Docs, Sheets, Slides, and Forms) or Microsoft Office Suite (Word, Excel, PowerPoint); familiarity with project management tools (e.g., Notion, Trello) and communication platforms (e.g., Slack, Zoom) is essential. Experience with Superhuman is a plus.
Organizational Skills: Exceptional ability to prioritize tasks, manage time effectively, and handle multiple responsibilities.
Interpersonal Skills: Strong communication and interpersonal skills with a high level of emotional intelligence and professionalism.
Problem-Solving: Ability to anticipate issues, think critically, and offer creative solutions.
Flexibility: Willingness to adapt to changing priorities and work in a fast-paced, dynamic environment.
Discretion: Proven ability to handle confidential information with integrity and reliability.
Preferred Qualifications:
Experience working with senior executives in a global company.
Familiarity with startups in the tech industry and its fast-paced nature.
Experience working across different cultures and time zones.
Basic knowledge of project management methodologies.
Background in accounting/finance or legal knowledge in setting up agreements for startups is a plus.
Must be available to work from one of the following time zones: CET, BST, Eastern, or Central Time, or not more west than Switzerland.
What We Offer:
Competitive hourly pay
Opportunity to work with a talented and passionate team
Flexible work environment (remote and asynchronous)
Unlimited paid time off
How to Apply: Interested candidates are invited to submit their resume and a cover letter explaining their qualifications and why they would be a great fit for this role.
Employment Type: Contractor
Salary: $ 20.00 30.00 Per Hour
Job Tags
Hourly pay, Contract work, Part time, For contractors, Flexible hours,