Remote Executive Assistant

Check Off Your List (COYL) is hiring a remote part-time Executive Assistant to support our exponential growth. 

COYL provides highly trained, remote professionals in bookkeeping, executive assistance, human resources, marketing, web design, and IT Support on a pay-what-you-need model so our clients can focus on what matters most – their business. 

This is a remote position (seeking employees based in Delaware, Florida, Maine, Ohio, Texas) reporting to the Director of Business Operations. 

Objectives of the Role: 

• Support the Director of Business Operations
• Assist various clients as directed
• Maintain client relations and refine internal processes that support the company and the client
• 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

Daily and Monthly Responsibilities (dependent on client needs): 

• 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
• Organize client communications 
• Answer phones for clients 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

Skills and Qualifications 

• 4 years of experience in administrative role reporting directly to senior management
• Salesforce Experience
• 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

Preferred Qualifications 

• Experience developing internal processes and filing systems
• Associates or above degree in administration; or equivalent experience
  
• Knowledge of CRM such as Active Campaign, Zoho, pipedrive, etc. 

Schedule: 

• Monday to Friday 
• 10-20 hours to start with room to grow