Virtual Networx Inc is hiring: Executive Assistant to the CEO (PA + Executive Se

Job Description

Role Summary:

The Executive Assistant provides comprehensive administrative support to CEO, ensuring the smooth operation of the office. The EA is responsible for managing executive schedules, coordinating meetings and events, handling travel arrangements, and facilitating internal and external communications. The role requires discretion, professionalism, and the ability to manage multiple priorities effectively.

Working Hours:

• Coverage from 8 AM to 5 PM CST, with adjustments for daylight savings.

Key Responsibilities:

1. Administrative Support:

• Manage and maintain executive calendars, including scheduling appointments, meetings, and travel.
• Coordinate meetings by preparing agendas, taking minutes, and ensuring the necessary materials are available.
• Handle confidential information with discretion.

2. Travel & Event Coordination:

• Arrange travel itineraries, accommodations, and transportation for executives, including managing visa processes and insurance.
• Coordinate logistics for events such as conferences, seminars, and internal meetings.
• Organize stakeholder visits and manage related logistics like invitation letters and pick-ups.

3. Expense Management:

• Submit and track executive expense reports, including reconciliation of statements.
• Assist with procurement support.
• Oversee invoice approvals within agreed thresholds.

4. Project Assistance:

• Assist with special projects such as research, data analysis, and report preparation.
• Track project progress to ensure deadlines are met.

5. Communication & Liaison:

• Act as the point of contact between executives and internal/external stakeholders.
• Facilitate internal communication by drafting and distributing posts for birthdays, anniversaries, and key events.
• Ensure effective communication and coordination within the executive office and across departments.

6. Event & Space Management:

• Plan and manage events, off-site meetings, and corporate functions.
• Collaborate with facilities and management teams on space-related matters.
• Manage calendars for practice events, team events, and floor coordination.

7. Reporting & Documentation:

• Maintain and organize all relevant project documents in digital repositories (e.g., Google Drive).
• Prepare presentations, emails, contracts, and reports for executive review.
• Establish a knowledge repository for cross-functional information sharing.

Qualifications:

• Proficiency in Microsoft Office Suite and/or Google Workspace.
• Strong organizational and time-management abilities.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to handle confidential information.

• Discretion, confidentiality, and professional demeanor.
• Ability to work independently or as part of a team.
• Proactive, solution-oriented, with strong problem-solving skills.

• A dynamic and diverse work environment with opportunities for growth.
• Competitive compensation.
• Collaboration with global teams and exposure to senior leadership.