Assistant Project Manager – Executive Assistant

🕒 August 5

🐊 Florida, Maine, +2 more states – Remote

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

💵 $22 / hour

⏱ Part Time

🟡 Mid-level

🟠 Senior

👷‍♀️ Project Manager

👻 Ghost score 20%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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Check Off Your List

WebsiteLinkedInAll Job Openings

11 - 50 employees

💼 Consulting

📣 Marketing

📦 Logistics

Consulting • Marketing • Logistics

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 and maintain client relations • Refine internal processes supporting COYL and its clients • Manage communication between clients’ upper management, employees, and internal/external executives • Plan and orchestrate work to meet client priorities and organizational goals • Manage clients’ professional and personal needs • Track detailed records in the timekeeping system • Coordinate complex scheduling and calendar management • Manage content and information flow to virtual clients’ senior executives • Arrange client travel, including hotels, transportation, and meals • Perform administrative and office support, including typing, dictation, spreadsheets, faxing, filing, and database maintenance • Maintain professionalism, confidentiality, and discretion • Track action items and follow up on deadlines and commitments • Assist with meeting preparation, agendas, materials, note-taking, and follow-up • Support CRM updates and workflow coordination • Organize client communications, return calls, and relay messages • Plan client events • Respond to requests within a maximum of 4 business hours • Navigate priorities while multitasking • Perform 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 and organizational skills • Ability to organize and coordinate multiple projects • Proficiency in Microsoft Office and other office productivity tools • Aptitude to learn new software and systems • Adaptable team player willing to do what it takes to get the job done • Ability to maintain confidentiality for various companies • Promptness and a motivated self-starter • Confident and professional phone presence • Availability to help with urgent requests • Preferred: experience developing internal processes and filing systems • Preferred: Associate’s degree or above in administration, or equivalent experience • Knowledge of CRM systems such as ActiveCampaign, Zoho, or Pipedrive

🏖️ Benefits

• Remote work / work from home • Part-time schedule with potential to grow to full-time • Flexible hours based on client needs • Work-from-home connection through Zoom meetings and Teams