Virtual Executive Assistant & Project Coordinator

Virtual Executive Assistant & Project Coordinator

Work Schedule: In this role you’ll be working U.S. traditional hours (Philippine night shift)

Job Summary: As a part of the executive team, you’ll support key leaders and their projects, ensuring smooth day-to-day operations and strategic success.

ROLE OVERVIEW

This position requires exceptional communication skills, a strong understanding of the services and B2B business, and the ability to manage high-level executive responsibilities in a fast-paced environment.

1. Executive Support:

• Provide direct day-to-day administrative support to the CEO, CSO, and other executives, including calendar management, travel arrangements, meeting coordination, and email correspondence.
• Manage the day-to-day operations of the executive leadership team, ensuring timely responses to internal and external communications.
• Prepare detailed reports, presentations, and business documents as needed, with a strong focus on industry-specific insights.
• Act as a liaison between corporate executives, private equity administrators, board members, departments, clients, and vendors.
• Manage and coordinate board meetings, executive team meetings, offsite meetings, and client events, inclusive of scheduling, venue booking, meal planning, etc.
• Develop meeting PowerPoint decks, orchestrating inputs from various teams for internal presentations, board meetings, team meetings, etc.
• Organize and coordinate sales meetings, presentations, and conferences.
• Collaborate with the sales team to ensure timely follow-up on sales initiatives and client needs.

1. Project Coordination:

• Coordinate with Project Managers on special projects that align with the company’s goals, particularly those involving product development, client engagement, or sales initiatives.
• Work with Project Managers to ensure that projects are delivered on time, within budget, and aligned to set objectives and standards.
• Coordinate the Project Manager to monitor the activities of project team members, reporting and communicating project status to key stakeholders.
• Assist the Project Manager with contacting stakeholders in various departments to ensure alignment on strategic projects.

1. Problem Solving, Initiative, Confidentiality & Discretion:

• Anticipate the needs of the CEO, CSO, and other executives, offering proactive solutions to potential challenges.
• Quickly adapt to shifting priorities and provide high-level support in complex situations.
• Manage and prioritize multiple tasks, ensuring that all deadlines are met without compromising quality.
• Handle sensitive information with the utmost confidentiality and professionalism.

• Bachelor’s degree or equivalent experience in business administration, management, or a related field.
• Minimum of 5 years of executive support experience. Previous experience supporting C-level executives in a software, technology, or SaaS company, preferred.
• Minimum of 2 years of project coordination experience.
• Advanced proficiency in Microsoft Office Suite, Slack, Box, CRM software (e.g., Salesforce), and other project management tools.
• Excellent written and verbal communication skills, with the ability to create clear and concise reports and presentations.
• Strong organizational and multitasking abilities, with a high level of attention to detail.
• Ability to work in a fast-paced environment, manage multiple priorities, and meet deadlines.
• Ability to work independently with minimal supervision and be a team player.