Junior Executive Assistant

What is Invisible?

Website: https://www.invisible.co/

Blog: https://inv.tech/blog

Overview/Sales Deck: https://invtech.docsend.com/view/gxfk496kw62vz5gt

Recorded Demo: https://www.youtube.com/watch?v=NwE4PTqjngo

Core Values:  https://www.notion.so/invisibletech/d8add47d17584715a62aa4d46f0270b8?v=187ce27ec02f4bfaa2aed9f3f2c6ad6d

Junior Executive Assistant

We’re currently looking for a junior executive assistant to join our executive support team, working directly underneath the President and Chairman of Infinity. The ideal candidate will be a proactive problem solver with exceptional communication skills and a truly flawless attention for details. Given the dynamic nature of our company’s landscape, we rely on our executive assistants to be flexible and consistent while still maintaining high levels of confidentiality and high standards of quality. This person should be able to rise to any challenge, follow new tasks from ideation to completion, and act as a multitasking champion. Most importantly, however, our ideal candidate needs a passion for the mythological, the strange, and the impossible.

Objectives of this role

• Support the President and Chairman primarily and provide additional support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently.

• Maintain and refine internal processes that support high-ranking executives companywide, and coordinate internal and external resources to expedite workflows.

• Oversee necessary recurring processes and workflows independently from start to finish to prevent interruption of services.

• Plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld.

Responsibilities

• Manage professional and personal scheduling on Google Calendar for the President and Chairman, which can include agendas, mail, email, phone calls, and client management.

• Coordinate complex global scheduling and calendar management, as well as content, flow, and storage of information to senior executives.

• Manage CEO domestic and international travel logistics and activities, including accommodations, transportation, and reservations.

• Collaborate in real time with the other members of the executive support team, especially our senior executive assistant.

• Provide administrative support, such as note-taking, dictation, spreadsheet creation, Notion page creation, pre-meeting agendas, and post-meeting action item reports.

• Provide personal support, such as ordering groceries, coordinating reservations, and crafting health schedules.

• Maintain professionalism and strict confidentiality with all materials

• Respond effectively to a variety of ad hoc requests, which may require independent and collaborative approaches.

Required skills and qualifications

• A Bachelor’s degree (with a preference for English, Communications, or Business)

• Two or more years of experience in a remote administrative role reporting directly to upper management

• Excellent written and verbal communication skills

• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects

• Proficiency with office productivity tools and an aptitude for learning new software and systems

• Flexible team player, willing to adapt to changes and unafraid of challenges

• Ability to maintain confidentiality of information related to the company and its employees

• Ability to take initiative and ownership over sometimes ambiguous tasks and situations with little oversight

Preferred skills and qualifications

• Experience working in a fast paced, often changing environment with efficiency and accuracy

• Experience in overseeing budgets and expenses

• Experience with Notion

• Fluency in written and spoken English

Compensation & Working Hours

• $3.50 - 6.25 Per Hour (depending on experience).

• Primarily EST Timezone.