The Executive Assistant VA is a high-performing administrative professional responsible for providing virtual executive support to the senior leadership team. This role requires exceptional organizational skills, discretion, initiative, and the ability to coordinate complex and confidential tasks across departments. The ideal candidate will thrive in a fast-paced environment, be a strong communicator, and serve as a central point of contact for cross-functional task execution.
Requirements
1. Executive Support & Task Management
- Manage daily task queues from multiple leaders with competing priorities.
- Coordinate schedules, meetings, and appointments for executives across multiple time zones.
- Prepare meeting agendas, take minutes, and follow up on action items.
2. Communication & Coordination
- Serve as liaison between senior leaders and internal/external stakeholders.
- Draft, proofread, and manage email communications and correspondence on behalf of executives.
- Coordinate leadership communications, including internal memos and announcements.
3. Project Assistance & Documentation
- Track and support key operational, financial, and business development initiatives.
- Assist in preparing reports, dashboards, proposals, and presentations as requested.
- Maintain organized filing systems for digital documents (e.g., contracts, project files, SOPs).
- Input and maintain data within the company’s strategic management system to support performance tracking and initiative execution.
4. Calendar & Travel Management
- Maintain and optimize executive calendars to reduce conflicts and improve efficiency.
- Book travel, lodging, and accommodations; prepare itineraries and track expenses.
Required Qualifications:
- Proven experience (3+ years) as an Executive Assistant or Virtual Assistant supporting multiple executives.
- High level of discretion in handling sensitive and confidential information.
- Strong organizational skills with an ability to multitask and prioritize effectively.
- Excellent written and verbal communication skills.
- Proficient in Google Workspace (Docs, Sheets, Calendar), Microsoft Office, Zoom, and project/task management tools (e.g., Asana, Trello, Click Up).
- Fast and accurate typing, note-taking, and document formatting skills.
- Self-starter with a proactive, problem-solving mindset.
Preferred Qualifications:
- Experience in the construction, engineering, or electrical contracting industry.
- Prior experience coordinating with cross-functional leadership teams.
- Experience working within a strategic planning or performance management system.
- General secretarial Functions such as facilitating meetings and presenting power point.
Success Metrics:
- Timely and accurate execution of assigned leadership tasks.
- High responsiveness and communication clarity across multiple departments.
- Maintenance of organized records and reduction of missed deadlines or conflicts.
- Proactive contribution to operational and leadership efficiency.
- Data integrity and consistent updates to the strategic management system.
