Assistant Project Manager, Executive Assistant

🕒 June 20

🐊 Florida, Maine, +2 more states – Remote

🐊 Florida – Remote 🦞 Maine – Remote 🏈 Ohio – Remote 🤠 Texas – Remote

💵 $22 / hour

⏱ Part Time

🟡 Mid-level

🟠 Senior

👷‍♀️ Project Manager

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Check Off Your List

WebsiteLinkedInAll Job Openings

11 - 50 employees

🤝 B2B

☁️ SaaS

⚡ Productivity

B2B • SaaS • Productivity

Check Off Your List is a company that provides a range of virtual business support services, including bookkeeping, executive assistance, marketing, website management, IT services, and human resources. Their team of US-based virtual support professionals aims to integrate seamlessly into clients' teams, offering tailored services that fit the unique needs of each business. By adopting a pay-what-you-need model, they provide clients access to a comprehensive virtual team, allowing businesses to focus on core activities while Check Off Your List handles administrative tasks. Additionally, they offer a podcast and resources to help businesses streamline processes and achieve growth.

📋 Description

• Report to the Project Manager and Manager of the Executive Assistant team • Assist clients as directed • Maintain client relations and refine internal processes that support COYL and clients • Manage communication between various clients’ upper management and employees, liaising with internal and external executives on projects and tasks • Plan and orchestrate work to ensure the client’s priorities are met, organizational goals are achieved, and best practices are upheld • Manage the professional and personal needs for various clients • Track detailed records in timekeeping system • Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to our virtual clients’ senior executives • Manage, coordinate, and arrange our virtual client’s travel and travel-related activities, including hotel booking, transportation, and meals • Perform administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contact database • Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with various clients and our company • Track action items and follow up with the client and internal team members to ensure deadlines and commitments are met • Assist with meeting preparation including agendas, materials, note-taking, and follow-up items • Support operational tasks such as CRM updates and workflow coordination • Organize client communications • Return phone calls and relay messages • Plan client events • Respond to all requests within a maximum of 4 business hours • Navigate priorities while multi-tasking • All other tasks as needed

🎯 Requirements

• 4 years of experience in an administrative role reporting directly to senior management • Superb written and verbal communication skills • Strong time-management skills and the ability to organize and coordinate multiple projects • Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems • Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge • Ability to keep various companies’ confidences • Promptness and a motivated self-starter • Confident and professional phone presence • Available to help with urgent requests