Job Executive Assistant en Remote

We are seeking remote Executive Assistant to join our team.

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Responsibilities:

• Executive Assistance: Act as the central point of contact, managing communication flow between the CEO, employees, fractional staff, and clients.
• Meticulously organize and optimize the CEO's daily schedule, overseeing appointments, and ensuring real-time updates to the calendar.
• Uphold a strict level of confidentiality in handling sensitive information, displaying discretion and professionalism at all times.
• Coordinate executive communications, including screening calls, responding to emails, and facilitating client interactions.

• Assist in project planning, coordination, and implementation.
• Conduct research and provide analysis for decision-making.
• Coordinate meetings, prepare agendas, and document meeting minutes.
• Follow up with team members to ensure timely completion of action items.

•  Serve as the point of contact for IT and communications support vendors.
• Coordinate with vendors to address any issues or requirements.
• Maintain strong relationships with vendors to ensure effective service delivery.

• File staff daily/weekly reports and leave requests.
• Follow up on missing or pending reports to ensure timely submission.
• Maintain a master password list, tech stack information, and other vital company data.
• Establish and maintain an organized filing system for easy retrieval of documents.
• Manage company active emails and communication/VOIP dashboards.
• Oversee SharePoint management for efficient document sharing and collaboration.

• Coordinate podcast activities, including scheduling, production support, and postproduction.
• Update scheduling links based on CEO's availability and requirements.
• Manage the Podcast Brain spreadsheet for guest and episode information. 
• Assist in podcast production including: 
• Confirming meetings, prep calls, and podcast recordings, and handle any necessary rescheduling or reconfirmations.
• Sharing guest information, including BIO, headshots, and social media URLs, with the production team
• Perform podcast episode release tasks, including promotional asset checks for accuracy and quality assurance.
• Notify guests when their episode goes live and ensure all staff members are notified of new episode releases.
• Facilitate social media posts, ensuring coordination with the Social Media Management partner for content and posts.
• Prepare and draft content for podcast-related communications ensuring coordination with the Email Marketing partner for timely distribution.
• Update Asana boards with relevant information and tasks related to podcasts and maintain comprehensive relationship spreadsheets.

• Assist in sales activities by reconfirming and rescheduling sales calls, scheduling appointments,
• LinkedIn connections: transferring new contacts to HubSpot for streamlined communication.
• Regularly review and withdraw pending connection requests over one month old.
• Assist in updating the Sales and Marketing reporting, providing accurate and up-to-date information.

Skills/Traits:

• Adaptability and Resourcefulness
• Exceptional organizational and multitasking abilities
• Keen eye for detail
• Strong written and verbal communication skills
• Demonstrating professionalism, high level of confidentiality and diplomacy
• Proactive problem-solving
• Decision-making ability

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About 1840 & Company

1840 & Company is a global leader in Business Process Outsourcing (BPO) and remote talent solutions, dedicated to propelling businesses forward through our comprehensive suite of services. We specialize in connecting companies with world-class freelance professionals and delivering top-tier outsourcing services, across over 150 countries worldwide.

Our mission is to empower growth for forward-thinking businesses, seamlessly bridging any skill or resource gaps with our expertly vetted talent pool. We firmly believe in fostering an environment where exceptional individuals can achieve an optimal work-life balance, working remotely from any location, while maximizing their professional growth and earning potential.

We are headquartered in Overland Park, KS, USA with service delivery facilities in the Philippines, India, Ukraine, South Africa and Argentina. We invite you to explore the opportunities we offer and consider joining our exclusive network of global freelance talent. Visit www.1840andco.com to learn more about us. To explore a wealth of career opportunities and find a role that suits your unique skills and aspirations, please visit our dedicated jobs portal at jobs.1840andco.com. #LI-MA1

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