Executive Assistant

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10 hours ago

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Inside Out Group

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Media • Construction • Aerospace

Inside Out Group is a specialized video production company that offers high-end filming services, including time lapse filming, drone filming, photography, and animation. With over 15 years of experience, they cater to diverse sectors such as rail, construction, and infrastructure, providing innovative solutions for challenging projects. Their team is known for its technical expertise and creative approach, ensuring quality media that effectively showcases their clients' projects.

11 - 50 employees

Founded 1991

📱 Media

🚀 Aerospace

📋 Description

• Property Operations and Coordination • Vendor Management: Handle all communications and coordination with cleaners, handymen, and other vendors for maintenance and regular services across all properties. • Financial Coordination: Coordinate payments for bills, manage expenses, and perform basic organizational bookkeeping, including categorizing business transactions and tracking receipts. • Document Management: Organize and categorize important business documents, including legal correspondence and vendor contracts. • Guest Communication (Secondary): Ideally, assist with general guest communications as comfort and skill level increase. • Executive and Administrative Support • Inbox Management: Manage and organize the principal's email inbox, categorizing messages and responding where appropriate or as directed. • Calendar Management: Proactively manage and schedule the principal's business calendar. • Workflow Organization: Maintain organized systems and workflows to ensure smooth daily operations. • Personal Administration • Appointment Scheduling: Schedule and coordinate personal appointments. • Personal Coordination: Coordinate schedules and communications involving the principal's wife and children. • Grocery/Item Ordering: Handle personal tasks such as grocery or item ordering.

🎯 Requirements

• Strong Organizational Skills: Proven ability to manage and categorize multiple tasks, emails, and documents for multiple properties/projects simultaneously. • Proactivity: Must be self-driven, efficient, and able to identify and tackle tasks without constant direction. • Excellent Communication: Strong written and verbal English communication skills for professional interaction with vendors, partners, and internal teams. • Technology & AI Familiarity: Comfortable and proficient in utilizing AI tools (e.g., ChatGPT) to enhance efficiency and streamline various tasks without needing step-by-step instruction. • Basic Bookkeeping: Experience or aptitude for categorizing transactions and organizing financial documentation. Quickbooks and Google Sheets/Excel experience would be beneficial. • Growth Mindset: An individual who desires a long-term role with the potential to grow into a more senior Operations Manager role as the business expands. • (Nice-to-Have) Social Media/Content Experience: Experience in social media or content creation would be a significant advantage, potentially allowing the VA to take on a broader, full-time role sooner by managing brand presence and content strategy.