Executive Assistant US-Based Part Time
Please whitelist the domains "lever.co" and "hire.lever.co" with your email provider to make sure you get our emails. Executive Assistant Wing is on the exciting mission of redefining the future of work for companies worldwide! We are looking to be the one-stop shop for companies that are looking to build world-class teams & place their operations on autopilot. Key Responsibilities: Manage and organize emails, messages, and Microsoft Teams chats, creating prioritized task lists for the executive Gather context and information before escalating matters to Linda, filtering urgency and importance appropriately Follow up with staff and clients on behalf of the executive to reduce interruptions and maintain workflow efficiency Attend important client meetings, take notes/transcripts, capture action items, and relay relevant updates to programmers and staff Summarize only critical information and updates that Linda actually needs to know Track client requests, project progress, equipment/orders, pending fixes, and follow-ups Monitor Jira ticket updates and coordinate with staff through Microsoft Teams to provide internal client updates Escalate concerns and issues only when necessary Provide executive assistance support, including reminders, calendar awareness, prioritization, and helping determine which meetings require executive attention Help protect the executive’s time through critical thinking, organization, and proactive decision-making Qualifications:
- 5+ years of related experience
- Strong organizational and multitasking skills in a fast-paced environment
- Excellent written and verbal communication skills
- Strong customer service mindset with experience handling staff and client communications
- Proven ability to work independently and think critically
- Good judgment with the ability to prioritize urgency and importance
- Proactive, self-managing, and highly organized
- Experience attending meetings, taking notes, and tracking follow-ups/action items
- Strong English proficiency (reading, writing, and speaking with a neutral accent)
- Ability to create boundaries and help protect executive bandwidth
- Experience working in fast-paced work environments
- Schedule flexibility to occasionally attend important meetings as needed
Software Tools and Platforms Experience Required:
- Microsoft Teams (Intermediate Level)
Software Tools and Platforms Client Willing to Train:
- JIRA (for checking ticket updates and project status)
- Mailchimp
- ClickUp
- Chatwoot
- Company-specific processes and workflows
- Industry-specific terminology (road maintenance, snow plows, weather-related equipment)
- Internal communication protocols and staff relationships
Technical Requirements:
- USB Headset with Noise Cancellation feature
- Working Webcam
- Computer with at least 1.8 GHz processor and at least 4GB RAM
- Main Internet Service Speed: at least 25 Mbps cable connection
- Backup Internet Service Speed: at least 10 Mbps
Benefits:
- Performance Incentives
- Job Security and Stability
- Paid Training
- Inclusive Culture
- Upskilling Opportunities
- 100% Work-From-Home
- Exceptionally Supportive Team
- Opportunities for Career Growth
- Fun Work Environment
- Holiday & Overtime Pay
Schedule: 11:00 AM – 3:00 PM EST (with occasional schedule flexibility required) Location: This is a remote job Client Industry: Road Maintenance Technology (Snow Plows and Weather-Related Equipment) Client Location: Canada Please note:
- Only qualified candidates will be invited to take the assessment & scheduled for an interview.
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