Executive Assistant at VG Woodlands Job at VG Woodlands in Spring

Position Overview:

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative support to our senior leadership team. The ideal candidate will be an excellent communicator, adept at managing multiple tasks simultaneously, and capable of maintaining confidentiality in all aspects of their work. As a remote team member, you will play a key role in ensuring the smooth running of daily operations, optimizing efficiency, and supporting the executive team in achieving their objectives.

Key Responsibilities:

• Calendar and Schedule Management:
• Manage the executive's calendar, scheduling meetings, appointments, and travel arrangements.
• Prioritize appointments and ensure the executive's time is optimized.
• Coordinate meeting logistics, send reminders, and prepare meeting materials.
• Communication and Correspondence:
• Serve as the point of contact for internal and external communications, including emails, phone calls, and other correspondence.
• Draft, review, and send emails and communications on behalf of the executive.
• Filter and prioritize incoming messages, ensuring timely responses.
• Travel and Event Coordination:
• Plan, organize, and book all travel arrangements, including flights, accommodations, and transportation.
• Prepare itineraries and ensure the executive is informed of changes or updates.
• Coordinate virtual and in-person events, including meetings, conferences, and company functions.
• Document Preparation and File Management:
• Prepare reports, presentations, and other documents as needed.
• Maintain organized filing systems (digital and physical), ensuring ease of access to important documents.
• Handle confidential information with discretion and care.
• Project Management Support:
• Assist with special projects by researching, organizing, and tracking progress.
• Collaborate with team members to meet project deadlines and deliverables.
• Track key performance indicators and help ensure project milestones are met.
• Expense Management:
• Assist with processing expense reports and track receipts for reimbursement.
• Ensure that all expenses are within budget and processed in a timely manner.
• Personal Assistance:
• Occasionally assist with personal tasks or errands, including scheduling appointments or researching services.
• Handle ad-hoc requests as directed by the executive.

Required Qualifications:

• Proven experience as an Executive Assistant or similar role, supporting C-level executives or senior management.
• Strong proficiency in remote work tools (e.g., Microsoft Office Suite, Google Workspace, Zoom, Slack, etc.).
• Exceptional organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities, adapt to changing demands, and meet deadlines.
• High level of discretion and confidentiality.
• Proactive, self-motivated, and able to work independently with minimal supervision.
• Strong problem-solving and critical thinking abilities.

Preferred Qualifications:

• Experience working in a remote or hybrid environment.
• Familiarity with project management tools (e.g., Asana, Trello, Monday.com).
• Basic knowledge of social media platforms or CRM tools is a plus.
• Advanced proficiency with spreadsheets and data analysis tools.

Working Conditions:

• This is a full-time, remote position. Candidates must have reliable internet access and a suitable work environment.
• Occasional flexibility in hours may be required to accommodate international time zones or urgent tasks.

Benefits:

• Competitive salary
• Flexible working hours
• Health, dental, and vision benefits (if applicable)
• Paid time off (PTO)
• Professional development opportunities
• Remote work flexibility

Available shifts and compensation: We have available shifts all days of the week. Compensation is $35.00 - $50.00/hour.

About Village Green LLC: We offer home environment care in a loving family atmosphere for your loved ones. Village Green allows residents to continue living with dignity, respect, freedom, and choice. Our home enables seniors with Alzheimer’s, Dementia, and other memory impairments to maintain the highest quality of life while providing peace of mind to their family and friends.

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