Legal Administrative Assistant

Legal United States Remote, United States

Description

The Legal Assistant supports the Legal and Compliance Departments with general corporate and administrative responsibilities. Under the direction and general supervision of the General Counsel, maintains and organize corporate records, support basic corporate legal functions, and have a supporting role in transactional matters.

Legal Assistant Duties and Responsibilities:

Legal Administrative Support: 90%

• Research and analyze legislative digests
• Organize and manage corporate records
• Lead special projects for the company’s growth
• Support legal on routine agreements
• Assist with documentation for new markets
• Assist with NDA/ CDA administration.
• Track legal documentation.
• Coordinate work of outside counsel Assist inside legal department and other cross functional teams with legal and compliance related duties.

Other Duties as Assigned: 10%

• Perform special projects and research as assigned.
• Perform other duties as assigned.
• Provide administrative support to the team

Legal Assistant Skills and Experience:

• Bachelor’s degree in business administration, paralegal or related field
• 3+ years of experience as a legal administrator
• Prior experience as a corporate including maintaining licenses, corporate records, creating procedures and general legal support
• Knowledge of commonly used concepts, practices and procedures within legal and financial services fields
• Strong software aptitude including proficiency in Microsoft Word and Adobe Acrobat Pro and some experience with Microsoft Excel
• Comfortable learning cloud-based software applications
• Strong organizational, planning and project management skills; detail-oriented and thorough
• Excellent communication skills
• Meticulous attention to detail
• Ability to work enthusiastically as part of a team

Work Environment & Physical Requirements:

• This position operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, scanners, and filing cabinets.
• Work environment is indoors with majority of time spent sitting at a desk.
• Ability to stand, bend, stoop, sit, walk, twist and turn.
• Ability to lift up to 25 pounds occasionally.
• Ability to use a computer keyboard and calculator.
• This is a full-time position.
• Days and hours of work are Monday through Friday, 8 a.m. to 5 p.m. Evening and weekend work may be required as job duties demand.
• No travel is expected for this position.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. This document does not represent an employment contract. 

Executive Assistant, Communication and Engagement, Part-Time (20 hours)

Level Experienced

Position Type Part Time

Job Shift Day

Description

Position Summary

Perform administrative duties for the Chief Communication and Engagement Officer including handling correspondence, scheduling meetings, creating reports, organizing travel and accommodations, taking minutes, and other organizational tasks.

This is a part-time position working 20 hours per week and is a remote position; work will be performed from a home office anywhere in the Continental US.

Essential Duties

• Acquire and maintain an in-depth knowledge of all aspects of Office of Communication and Engagement (OCE) operations including products, services, policies, and procedures
• Serve as a primary point of contact for the Chief Communication and Engagement Officer and route information and correspondence to individuals and teams
• Communicate with ACSI staff and member and non-member schools via phone, email, Zoom, or other platforms; compose email, letters, and memos as directed or needed
• Answer basic questions regarding OCE programs that support ACSI operations and refer questions to staff knowledgeable about specific programs
• Collaborate with OCE staff to send emails to various member groups using ClickDimensions, Outlook, and other platforms
• Assist with database management and CRM including addressing any bounce back emails
• Manage OCE Microsoft Teams files, pull queries from Protech, update Formstack information, write reports, and maintain up-to-date record keeping systems
• Schedule meetings with internal and external stakeholders
• Organize and arrange travel and accommodations
• Capture critical information in meetings and prepare summaries and action items for key initiatives
• Assist in the preparation of budgets, presentations, and reports as needed; submit and complete expense reports
• All other duties as assigned

Compensation and Benefits

Starting Pay Rate: $21.63 to $22.00 per hour; based on work experience, education, training, knowledge, skills, and internal and external equity

Part-time employees working 20 hours per week may choose from benefits including dental, health care and dependent care flexible spending accounts, 403b retirement plan, and supplemental life and disability insurance. In addition, ACSI provides vacation, sick leave, paid holidays, employee assistance plan, and discretionary annual bonus.

Qualifications

Spiritually the ideal candidate shall possess characteristics that reflect

• a demonstrated acceptance without reservation of the ACSI Statement of Faith
• a strong, clear Christian testimony, acknowledging Christ as Savior and seeking to live as His disciple
• a desire for spiritual growth as evidenced by his/her prayer life, Bible study, and spiritual outreach to others
• a mature, godly spirit
• a Christian role model (Luke 6:40) in attitude, speech, and actions toward others. (This includes being committed to God’s biblical standards for sexual conduct.)
• a person of faith and prayer
• a broad acceptance of and by the evangelical Christian community
• a strong knowledge and understanding of Scripture
• a servant leader
• an active participation in a local Bible-believing church

Required Experience and Education

• Five or more years of administrative experience
• Associate’s or Bachelor’s degree in Business, English, Communications, or related field preferred
• Verbal, written, and interpersonal communication skills
• Ability to develop strong relationships with OCE staff
• Proficiency with computer applications including Word, Excel, cloud-based programs and other database applications
• Disciplined time management
• Organizational skills for detailed project assignments
• Work independently without direct supervision present
• Handle multiple tasks simultaneously
• Find resolutions to challenges as they arise

Physical Demands and Work Environment

• Professional remote work environment in which to conduct videoconferences and phone calls
• Ability and willingness to travel once a year for two to three days
• Driver’s License required to be kept current and in effect as a condition of employment
• Employee is regularly required to walk, sit, use hands and fingers, talk, and hear
• Essential duties require the use of computers to process information
• The employee frequently is required to reach with hands and arms
• Specific vision abilities required by this job include the ability to read at close range and distinguish colors and contrasts
• The noise level in the work environment is usually minimal 

Administrative Assistant

Contract / Temporary

$17.00 – $18.00 / Hourly

Description

Robert Half is partnering with a private athletic club to identify an Administrative Assistant to create meeting minutes based off recordings of board meetings. The individual will use a template to fill and submit to the manager. This position is part-time at around 10 hrs/week and can be completed at the individual’s convenience. Additionally, this position is remote and open to anyone in the United States.

Responsibilities:

• Listen to recordings from board meetings and create meeting minutes
• Take accurate notes on key points from the recordings
• Consolidate applicable information
• Fill in templates and submit documents to the manager for review

Requirements:

• Excellent time management
• Meeting minutes experience
• Ability to communicate verbally and in writing effectively throughout all levels of the company
• Expertise in deciphering pertinent information
• Ability to take clear and concise notes
• Candidate must have substantial computer experience including word processing, spreadsheets, and presentation software 

Title: Administrative Assistant

Location: United States

Description

Science Applications International Corporation (SAIC) is seeking an Administrative Assistant to join our team supporting a major government customer on the Revolutionary Information Technology Services (RITS) Task Order. The USACE RITS contract provides modern and secure enterprise-wide IT support services to approximately 37,000 USACE customers located throughout the CONUS and OCONUS. Services support the mission needs of USACE’s Headquarters (HQs) located in Washington, D.C., nine Divisions and 43 Districts, to include over 1,500 field and area project offices and two data centers that are currently located in Vicksburg, Mississippi, and Hillsboro, Oregon.

***This role is 100% REMOTE and can be performed from any location.***

This position reports to the task lead as part of the Program Management Office (PMO) responsible for services to a variety of geographically dispersed customers throughout CONUS and OCONUS. This is a critical role responsible for ensuring processes are documented and followed, business requirements are met, and are aligned with technology strategies, industry standards, and best practices in support of the customer.

Essential duties of this position include:

• Provides administrative support to ensure efficient operation of task order.
• Completes operational requirements by scheduling and executing administrative projects and expediting work results.
• Exhibits polite and professional communication via phone, e-mail, and video teleconferencing.
• Supports team by performing tasks related to organization and strong communication.
• Develops administrative staff by providing information, educational opportunities, and experiential growth opportunities.
• Provides information by answering questions and requests.
• Supports On-boarding and off-boarding activities, ensuring staffing information is up-to date and easily available
• Contributes to team effort by accomplishing related results as needed.
• Other duties as assigned.

Qualifications

The ideal candidate will have excellent organizational, problem-solving and reporting skills; experience in supporting a large, complex IT environment for a Federal/State Government; and an effective communicator and collaborator, capable of working independently in a fast-paced dynamic environment.

Education / Certifications / Other:

• High school diploma and two (2) or more years of relevant experience;
• Excellent computer skills
• Attention to detail
• Experience with one or more of the following:
• Microsoft Word, Excel, and PowerPoint
• Adobe Acrobat
• Database (Access/SQL)
• Ability to obtain a Secret Clearance is a plus 

Assistant – Remote

You’re the type of person who thrives on taking care of things the right way the first time. A task comes in and you figure out how to get it done without having to ask a lot of questions. When you say “I’ll take care of it” we know it’ll be done well. You get excited when you know you’ve made someone else’s day easier. Both your spoken and written English are impeccable. You’re very organized and dedicated to doing a great job.

DUTIES AND RESPONSIBILITIES:

• Communication
• Filter through all incoming mails and answer calls as soon as they come in
• Provide appropriate responses via all mediums without the need for feedback
• Manage social media accounts
• Communicate the CEO’s messages to internal and external stakeholders
• Take notes during meetings and transcribe pictures of notes to text
• Book restaurant seats, hotel rooms, flights, and so on
• Scheduling
• Schedule events on the calendar and provide updated contact information
• Resolve any conflicts between events and reschedule events when appropriate
• Remind the CEO and his interlocutors of upcoming meetings
• Operations
• Create and improve systems and processes as per the CEO’s indications
• Gather feedback from all team members on how to improve processes
• Administrative
• Manage relationships with utility providers, such as rent, internet, furniture, etc.
• Organize internal and external events, including trips and birthday parties
• Perform miscellaneous research, both online and offline

*Must be available to work between December 23- January 5, or during Christian holidays, as agreed with the team. 

Executive Assistant

Job Category: Administration
Location: Remote/Virtual

Position Overview
The Executive Assistant position performs a range of functions to ensure smooth operations as a member of the Administrative Assistant team. In this role, the employee is expected to possess an advanced level of understanding of various department operations as well as an above-average ability to solve problems independently that may occur in the course of performing daily activities. This role is also expected to make decisions independently as needed and communicate those decisions to the Office Manager or Executive Team member as appropriate.

Essential Duties:

• Admin Team Support: Master all Administrative assistant tasks as well as offer support and backfill for all associated responsibilities
• Executive Support: Maintain assigned Executive’s Outlook calendar, schedule internal and external meetings, place all travel reservations, respond to correspondence as directed, update executive dashboard as needed. Retain corporate records as requested or legally required
• Mentor entry-level Administrative Assistants and provide guidance during complex projects
• Participate in and lead process improvements within the administrative assistant team
• Plan, attend meetings with the VP, and take detailed notes during meetings
• Event Support: Responsible for vendor relationships related to meetings and events such as catering, room rentals, equipment rental, sound system, and video operational effectiveness. Functions as a person responsible for implementation by working with ELT sponsor of the event to ensure needs for conducting a problem-free event are met
• Answer and direct phone calls
• Write and distribute email, correspondence memos, letters, faxes, and forms
• Assist in the preparation of regularly scheduled reports
• Maintain contact list
• Submit and reconcile expense reports
• Lead change by modeling behavior and influencing others
• Escalate risks and issues as appropriate
• Lead and model OCHIN’s Values
• Actively pursue continuous learning and professional growth
• Other duties as assigned

Qualifications:

• High school degree and some college required
• Five (5) to eight (8) years’ work experience in a similar or relevant role
• Advanced Proficiency with MS Word, Excel, and Outlook
• Above-average writing and spelling skills
• Ability to work independently and take ownership and accountability for the tasks they are responsible for
• Above average communication skills
• Excellent customer service skills
• Highly organized

Work Location and Travel Requirements:

• This position is 100% remote. Work from home requirements are:
• Ability to work independently and efficiently from a home office environment
• High Speed Internet Service
• It is a requirement that employees work in a distraction free workplace
• Travel may be required based on business requirements for OCHIN

We offer a comprehensive range of benefits.

Health Benefits:

• Comprehensive Medical, Dental and Vision Plans
• Flexible Spending Accounts
• Health
• Dependent Care

Financial Peace of Mind:

• 401(k) Plan with generous match and vesting program
• Employer-sponsored 401(k) performance bonus program
• Short–Term and Long-Term Disability Plans and Life & Accidental Death/Dismemberment (AD&D) Insurance
• Additional Voluntary Life, Accident, and Critical Illness options for employees and families

Employee Perks:

• 8 hours of Volunteer Paid Time Off
• Health and Wellness Programs, including weekly and monthly wellness challenges through KrowdFit
• Professional Development Assistance
• Employee Appreciation Events
• Robust and growing virtually-based team
• All IT equipment provided
• Cell Phone Stipend
• Home Office/WFH Allowance

Rest and Relaxation:

• 10 Paid Holidays
• 20 Paid Time Off (PTO) days (4 weeks) a year to start
• Paid Parental Leave
• Sabbatical Program 

Title: Senior Administrative Assistant

Location: United States – Remote

The Position

The Senior Administrative Assistant for Treatment Resistant Depression, North America is an exciting opportunity to join a pioneering company at a critical time in its growth. LivaNova has the most advanced technology in Neuromodulation in the world. This position reports to the Vice President of the Depression business and is responsible for providing administration assistance and support to members of the leadership team. The successful candidate will be required to perform a wide range of administrative and general duties of a highly responsible and confidential nature. They will work independently with only general guidance on a variety of special projects.

The Opportunity in Treatment Resistant Depression

LivaNova is a worldwide leader in Neuromodulation and Cardiovascular solutions and are pioneers of VNS (Vagus Nerve Stimulation). Today as many as two thirds of people suffering from depression are not helped by the first anti-depressant they try and go on to fail multiple subsequent treatments. These patients lives and family relationships suffer as they experience, among other symptoms, persistent sadness, worthlessness, and thoughts of suicide. For these patients their treatment choices are limited. VNS therapy has been used to treat over 4000 patients since it was approved in 2005 and over 20 clinical studies have been published demonstrating clinically meaningful efficacy and safety. LivaNova are currently in the process of initiating a confirmatory study with CMS called ‘Recover’. This will be the largest sham controlled randomized study of VNS therapy to date and is designed to further understand how depression patients may benefit from using VNS Therapy.

The Job

As Senior Administrative Assistant you will be responsible for providing support to the VP of Depression and general direct administrative assistance to his leadership team. You will be responsible for performing general office functions to include but not limited to: arranging meetings and conference calls, travel coordination, typing correspondence, filing, copying, faxing, and preparation of mailing documents and packages.

To be successful in this role you will need to have;

• High school diploma or equivalent; some college preferred
• Strong organizational skills with attention to detail
• Excellent verbal and written communication skills
• Demonstrate a can-do attitude and work well with all personality types
• Strong work ethics
• High level of integrity and tact
• Proficiency in Microsoft Word, Excel, PowerPoint, Concur, Egencia
• Experience in project management, event organizations would be an asset.
• Ability to work overtime, as required

The minimum requirements, skills and qualifications contained in this job description outline the core functions and requirements of the position and do not constitute an exhaustive listing of activities, duties, or responsibilities that may be required of or assigned to an employee in this position at the Company’s discretion. Further, the ability to meet the minimum requirements and/or possession of the stated skills and qualifications do not imply or establish that an individual will be employed in this position. 

Executive Assistant to CEO

Remote

OPERATIONS – OPS

FULL-TIME

Luxury Presence is a VC-funded Stanford StartX-accelerated startup, building a premium platform to provide real estate agents with stunning websites, world-class marketing tools and services, and access to an exclusive network.

We are looking for an enthusiastic and resourceful Executive Assistant with excellent organizational skills and strong follow-through to work alongside our CEO. Have you been an Executive Assistant for a successful CEO in a high-growth VC-backed startup? Do you have strong communication skills and refuse to let any detail slip through the cracks? If so, we would love to speak with you!

As an EA at Luxury Presence, you will be supporting and leading day to day tasks for our CEO and Founder, Malte Kramer. Responsibilities will range from scheduling, booking, communicating with luxury clients and stakeholders, managing projects and much more. This is a fantastic opportunity to see the ins and outs of a fast-growing startup from the perspective of a CEO.

Is this you?

You’re gifted at:

• Communication, both written and verbal
• Being proactive, you can solve a problem before it happens
• Staying highly organized
• Putting together collateral for meetings
• Gathering, preparing and summarizing meeting notes and memos
• Turning outlines into blog posts, scripts or social media posts

You have:

• Managed an inbox and calendar for a CEO and/or Executive
• A proven track record for saving a CEO multiple hours of work per week
• Extreme attention to detail
• Supported VP escalations
• Managed social media platforms for a CEO and/or Executive
• Experience overseeing ad hoc projects

You command:

• Trust
• Transparency
• Details
• Start-up hustle & teamwork
• Mondays & project management

Who we are: Luxury Presence is a real estate SaaS company providing real estate agents and companies with cutting-edge software to grow their business. An official partner to four of the largest national brokerages, Luxury Presence was founded by Malte Kramer, a Stanford GSB graduate, and is backed by Silicon Valley’s Switch Ventures, Toba Capital, and Bessemer Ventures. Luxury Presence was recognized in 2020 as the 322nd fastest growing private company in America by Inc. and as a Best Place to Work by BuiltinLA. The company launched in 2016 and its client list includes leading realtors and companies who purchase template-based websites, a home search tool, listing referral network, content marketing tools, SEO, lead generation, and online advertising. Luxury Presence currently has 3000+ clients, including 22 of the WSJ Top 100 agents.

Luxury Presence is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin. 

Administrative Associate

REMOTE

• United States
• Administration

Description

Work with a Purpose:

• At Hello Alice we are about equal access fueled by technology and powered by everyone who believes that diverse small business participation isn’t just the right thing to do, but the smart thing to do.
• That’s true of our small business owners, and it’s true of our team. If you agree, keep reading.

Job Summary:

• As the Administrative Associate at Hello Alice, you will support the Chief of Staff in administrative tasks to include research, scheduling and organizing events.
• This is a unique opportunity to jump in and gain experience in a fast paced growing company with an incredible mission.
• As Hello Alice is a fully remote team, all United States locations are considered, however preference will be given to candidates located within the Northern Bay Area.

Role and Responsibilities:

Here’s what you’ll be working on day-to-day, but as a nimble organization that puts our small business community at the forefront, flexibility is key, and other responsibilities may arise.

• Assist with virtual and in-person event planning and organization
• Prepare briefing documents for the executive team to prepare them for external meetings
• Compile quick turnaround research in a deadline driven environment
• Support in person and virtual meeting preparation
• Support our culture by partnering on creative ideas for virtual events for our remote team
• Be a great teammate, supporting our Chief of Staff in her day to day projects
• Be a generalist that can wear multiple hats in our fast paced work environment

Required Skills and Experiences:

• BA degree in marketing or a related field
• Minimum of 1-2 years of experience or relevant internship experience
• Ability to work independently in a fast paced environment
• Ability to foresee potential roadblocks and bring them to the attention of the Chief of Staff
• Exceptional attention to detail and superb time management and organizational skills
• Excellent collaboration and communication skills
• Excellent research skills with an ability to prioritize and problem solve
• Ability to work with confidential information and exercise discretion

Benefits & Perks

• Generous PTO days
• Competitive compensation, benefit, and equity package
• Work from home stipend
• Professional development
• Diverse, fun, and unique work environment

About Hello Alice:

Hello Alice is a free, multichannel platform that helps businesses launch and grow. With a community of nearly 500,000 business owners in all 50 states and across the globe, Hello Alice is building the largest network of owners in the country while tracking data and trends to increase the success rate for entrepreneurs. Our partners include enterprise business services, government agencies, and institutions looking to serve small- and medium-business owners to ensure increased revenues and promote scale. A Latina owned company, founded by Carolyn Rodz and Elizabeth Gore, we believe in business for all by providing access to all owners including women, people of color, veterans, and everyone with an entrepreneurial spirit. To learn more, visit helloalice.com, as well as Twitter, LinkedIn, Instagram, and Facebook.

Hello Alice is an Equal Employment Opportunity employer that will consider all qualified applicants, regardless of race, color, religion, gender, sexual orientation, marital status, gender identity or expression, national origin, genetics, age, disability status, protected veteran status, or any other characteristic protected by applicable law. 

Title: Executive Assistant

Location: United States – Remote

This position provides a wide range of administrative and operational support for the senior executive management team (ELT), coordinate the annual corporate calendar with the CHRO, as from time-to-time participates in the delivery of HR special projects.

General Summary

Candela Corporation is a leading global aesthetic device company with a comprehensive product portfolio and a global distribution footprint. We are the market leader in the development, manufacturing, and distribution of medical and aesthetic laser and light-based technologies. The Company’s technology enables physicians to provide advanced solutions for a broad range of medical-aesthetic application including hair removal, wrinkle reduction, tattoo removal, improving the skin’s appearance through the treatment of benign vascular and pigmented lesions, and the treatment of acne, leg veins and cellulite.

The Company’s new headquarters are in Marlborough, Massachusetts, US, with locations in Asia Pacific, Canada and Europe. Products are sold in 90 countries worldwide and are supported by field service, clinical education, marketing development organizations and distributorship arrangements.

General Summary

This position provides a wide range of administrative and operational support for the senior executive management team (ELT), coordinate the annual corporate calendar with the CHRO, as from time-to-time participates in the delivery of human resources special projects. In this capacity, the individual will manage complex, global scheduling of daily calendars, external investor meetings and conferences for the Company’s Executives, Board of Directors (BoD), and Operating Committee (OC) meetings, coordination of catering/external meals, document formatting (word and PowerPoint); answering of routine correspondence(s), assemble of highly confidential and sensitive information. This individual will deal with a diverse group of external professionals as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize a diverse workload and establish office practices and procedures when needed.

Essential Job Functions

1. Organizing and prioritizing complex schedules across global time-zones for ELT, includes but not limited to coordination of meetings/appointments, sending of reminders, appointment confirmations -managing accepts, declines, and arranges catering as required.
2. Arranging travel (domestic and international) and processing of travel expense reports (multi-currencies from-to-time) for ELT.
3. Scheduling annual conferences, e.g.: JP Morgan, External Investors, and global internal meetings.
4. Coordination and scheduling of quarterly Board Meeting schedule (may be in conjunction with annual Earnings Releases):
1. Set Board schedule one-year in advance with CEO,
2. Schedule material submission due dates and preparation meetings,
3. Arrange travel and meals as needed.
4. If annual Earnings are involved, set a rolling 12-month schedule in advance with CEO, coupled with ancillary service support:
1. Material preparation, submission and maintenance thereof,
2. Collaboration with external Investor Relation’s agency, and from time-to-time global marketing services team.
5. Coordination and scheduling of quarterly Medical Advisory meetings.
6. Provide proof-reading, drafting of simple emails/memos, formatting content for documents – word, PowerPoint, e.g.: Town Halls and OC presentation, Board meetings, and global HR meetings.
7. Managing mail: FedEx, UPS, e-signatures, as required.
8. Maintenance of comprehensive and accurate records in Candela’s electronic SharePoint, and time-to-time external files with shareholders/Owners; financial institutions as directed.

Qualifications

• Associate’s degree or equivalent experience is required.
• 7+ years in a corporate setting.
• Experience in a public company, preferred.
• Ability to demonstrate proactiveness and self-direction.
• Must be computer savvy and proficiency in Microsoft Office (Word, PowerPoint, basic Excel, and Outlook) as well as mobile devices, and other business platforms, e.g. i-Cloud, social media and the internet.
• Ability to juggle to multi projects, as assigned, and achieve deadlines under time pressure.
• Well organized and detailed oriented with strong multi-tasking and time-management skills.
• Able to maintain the highest standards of confidentiality, ethics, and integrity with a swift sense of urgency.
• Must have broad and deep administrative skills.
• Ability to demonstrate interpersonal skills and an understanding of multi-cultural dynamics.
• Flexibility to manage issues across global time-zones. 

Virtual Assistant

20+ hours/week

Please Note: This job is being posted on behalf of Megghan Thompson Coaching (Megghanthompsoncoaching.com) by Profit Factory (https://www.profitfactory.com/). Profit Factory is a company which works with entrepreneurs to match them to assistants.

Megghan Thompson Coaching helps parents of highly sensitive children eliminate daily meltdowns in as little as 8 weeks through her online program. MTC is a parent coaching company that provides a live online coaching service with an educational course component. In addition to her online coaching program, Megghan runs Thompson Child Therapy, a private mental health practice that specializes in working with highly sensitive children, teens, and their families.

We’re looking for a virtual assistant who has administrative experience in the healthcare industry. You must be a self-sufficient leader who has experience with running a medical practice and is detail-oriented, highly organized, creative, and thorough with strong follow through. We need a virtual assistant who will be one step ahead of our entrepreneur, being able to preempt her needs and the needs of our clients. You will work on MTC’s operations team, acting as the coaches gatekeeper, ensuring that they stay on track and organized, coordinating projects and tasks, working with their calendars and schedule, managing clients by scheduling appointments, preparing agreements and ensuring follow up is completed, managing Facebook posts and comments, and handling a variety of other administrative tasks.

You will be working closely with highly sensitive and emotional issues so you must have a passion for helping others, with the ability to demonstrate empathy and care for our clients and their needs.

In addition to the above, the successful candidate must possess the following qualities:

• friendly, outgoing and self-motivated
• strong initiative to take on projects and tasks without being asked
• organized and structured
• reliable, hardworking, with a very strong work ethic
• resourceful, efficient and flexible
• exceptional communication skills – both written and verbal
• effective time and task management skills
• works effectively without constant and direct supervision or guidance
• outstanding client and customer service skills
• conscientious with strong follow-through and excellent judgment skills
• always meets deadlines and is proactive, responsive and accountable
• emotionally intelligent and able to remain calm, level, and responsive during difficult mental health conversations
• must be accepting of the LGBTQ+ community
• medical insurance knowledge and plans
• knowledgeable of HIPAA rules and regulations

You’ll need experience with the following tools:

• G-Suite
• Facebook Groups (managing posts, comments, admin functions)
• Advanced Excel / Sheets skills
• CRM software
• You must own a MAC computer

Experience in these tools is a plus!

• Facebook Ads Manager – a major plus!
• Kajabi – a major plus!
• WordPress
• Google Analytics
• Canva
• Mailerlite
  Position Details
• This position is a contractor position.
• The position 20 hours per week, with the potential of moving to 40 hours
• Flexible hours between 9:00 am – 6:00 pm EST with periodic check-ins throughout the day as needed
• You must have childcare while working and have a quiet area to work without interruptions
• The pay rate for this position is $20/hr.
• We’re looking for someone to become a long-term (3+ years) partner.

How to Apply:

Email: jobs@profitfactory.com (please do not contact Megghan Thompson directly. Doing so will disqualify you from the position. Thank you.)

In the subject line, please write, “Hi, I’m (your full name) from (insert your city & state) and I’m interested in the Megghan Thompson Virtual Assistant position”

In the body of the message, please write me a 15 sentence email including:

• One sentence opening salutation that says: “Hi, I’m (your name) from (city, state).”
• Paragraph #1: Reason(s) why you think this job is a good fit for you, including your experience as an administrative assistant in the healthcare industry and the type of tasks you performed. (black font, Verdana, 3 sentences)
• Paragraph #2: Tell us about your experience with working with highly sensitive and emotional situations and how you’ve shown empathy during these situations and why you have a passion for helping people. (red font, Verdana, 3 sentences)
• Paragraph #3: Tell us if you own a Mac and rate your level of experience from 0-10 (10 being highly proficient) with G-Suite, Excel/Google Sheets, managing Facebook Groups, and CRM software (please specify the ones you know) and rate your ability to learn new software quickly. (blue font, Verdana, 3 sentences)
• Paragraph #4: If you are/are not currently working (if you are please let us know if you plan to leave your current position for this one if hired), your availability throughout the day from M-F 9:00 am – 6:00 pm EST time, and where you see yourself in three years. (black font, Verdana, 3 sentences)

One sentence closing providing the following:

• a closing salutation including your name, email address, and phone number. If you have a LinkedIn profile, please include the link.

Be sure to attach a resume in a pdf format. Thanks! 

Administrative Assistant

Administrative United States

Description

Summary:

The Administrative Assistant will provide a high level of professional administrative support to one or more academic leaders in the Provost’s Office through detailed communications, management of schedule and travel, expense reporting, planning and coordination of projects, and other tasks as assigned. The Administrative Assistant must effectively work with internal and external customers with a high level of care, precision, and confidentiality.

Essential Functions:

• Perform advanced, varied, and confidential administrative duties. This includes, but is not limited to, calendar and correspondence management, preparation and processing of purchase card (p-card) and expense reports, event planning, and project coordination.
• Create and edit university documents and presentations.
• Lead the preparation and implementation of events; make arrangements for official visits and meeting of University stakeholders.
• Reasonable and consistent attendance to fulfill requirements of the position.

Knowledge, Skills, and Abilities:

• Advanced computer skills with MS Office including Work, PowerPoint, Excel, Outlook, SharePoint, and Visio.
• Exceptional interpersonal skills; flexibility; initiative and self-direction with a high level of energy and enthusiasm.
• Outstanding customer service and oral and written communication skills.
• Integrity, sound judgment, maturity of presentation.
• Excellent project management skills.
• Demonstrated ability to improve processes and keep thorough documentation.
• Ability to work effectively in varied professional, socio-economic and cultural contexts.
• Ability to attend to details and decision-making under high-pressure situations.
• Willingness and ability to accept frequent direction from various leaders within the university.

Education and Experience:

• Bachelor’s degree required.
• Minimum of three (3) years of experience required.
• Experience working and interacting with administrative leadership required.
• Experience in higher education preferred.
• Experience working in a technology-driven enterprise preferred.
• All skills, abilities, and education will be considered for minimum qualifications.

Working Conditions:
This position operates in a remote, home office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. 

Administrative Assistant

Remote

The Role

Cedar is improving the healthcare financial experience. Our technology improves the overall experience of patient billing and engagement, enabling providers to thrive in a constantly evolving environment while helping patients understand the cost of their care. We are looking for an outstanding and detail oriented Administrative Assistant who will support Cedar’s leadership on the Commercial side of the organization. This role is critical for Cedar’s business, and will be an extremely valued member of the team!

To succeed in this role, you are mission-aligned, resilient, and relentless in achieving goals, all while having fun along the way. As the ideal candidate, you have exceptional interpersonal, communication and organizational skills and can manage up like a pro!

You have experience with heavy travel arrangements, are a master of calendar management and scheduling, and are comfortable managing multiple partners both internally and externally. As a forward and strategic thinker, you actively anticipate needs, seek opportunities and propose solutions. Navigating ambiguity, and a willingness to go above and beyond to support our vision for improving the patient healthcare experience are key. In addition, you love handling details and prioritization, independent problem solving, and are able to thrive in a dynamic and collaborative culture where no two days are the same. Given Cedar’s current growth, our ideal candidate should be comfortable working independently as well as within a team of Assistants, and be reliable, flexible, driven, and eager to learn.

Responsibilities

• Strategically manage complex and busy calendars for multiple stakeholders across time zones, knowing what to prioritize and re-prioritize
• Coordinate travel arrangements, working around tight schedules and well-articulated itineraries
• Preparation of expense reports
• Work closely with President’s EA to ensure seamless execution of daily schedules
• Collaborate with other EAs and members of the People team to anticipate the needs of those you support–as well as their teams–and problem solve effectively
• Assist with ad hoc projects

Required Skills & Experience

• Previous experience in start-up or high-growth environments
• Strong self-management capabilities to achieve high-quality, impactful results
• Excellent written, verbal and interpersonal communication skills with a proven ability to manage relationships with external stakeholders
• Independently resourceful, and a quick study, with a keen sense of accountability
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround
• Experience managing across multiple geographic locations and time zones, in a remote working environment
• Highly responsive, detail-oriented multitasker with outstanding organization and follow-up skills
• Tenacious follow-up-and-follow-through mentality
• Ability and excitement to function within a team of EAs
• Comfort operating within a dynamic, fast-paced environment and executing in situations where paths are uncharted
• Capacity to prioritize, meet deadlines and work cross-functionally
• Enthusiastic about constantly learning and improving
• Excited about Cedar’s mission of improving the patient healthcare experience
• High-level proficiency in Google suite, Zoom, Slack

What do we offer to the ideal candidate?

• An opportunity to work on a platform that is scaling very rapidly, engaging with millions of patients per year and growing at a rate of 360% YoY as of January 2021!
• A chance to join a high-growth company at an early stage
• The ability to impact the growth of our company; we value all comments and suggestions!
• Transparency across teams and interaction with multiple departments
• Competitive pay, employer-paid healthcare, stock options
• In office, hybrid and fully remote work flexibility

Applicants must be currently authorized to work in the United States on a full-time basis. Cedar will not hire any applicants for the Executive Assistant role who are present in the United States on an F-1 visa. Cedar is not an E-Verify employer and cannot employ individuals on a STEM OPT extension. 

Executive Assistant (30-40hr wk)

Do you love a customer-facing position at a marketing firm?

Please Note: This job is being posted on behalf of HLPro Tools (https://www.hlprotools.com/) by Profit Factory (https://www.profitfactory.com/). Profit Factory is a company that works with entrepreneurs to match them to assistants.

Most software companies struggle with retention and customer satisfaction because their bootstrapped budgets forced them to cut corners with properly supporting customers.HLPro Tools is a marketing agency that provides unlimited customer support 24/7 with a North American-based team solving issues in under 4 hours so SaaS owners can grow and scale with confidence.

We’re seeking a tech-savvy, diligent, and self-directed Executive Assistant to support our CEO, Matt Deseno. You must have strong organizational skills and be exceptionally detail-oriented and highly proactive, with the ability to own your role, solve problems, and take direction well.

This is a customer-facing position and you must be confident and comfortable in front of the camera. You will be assisting Matt and his team with demo calls, managing his email inbox, interacting with high ticket clients, and a variety of other administrative and customer service tasks.

Technical skills you’ll need to know or come ready to learn:

• Google Suite
• Project Management Tools
• CRM
• Zoom

Position Details

• This is a W2 position with a creative & comprehensive benefits package.
• This is a full-time position 30-40 hrs a week.
• You must have at least two years of administrative assistant experience and two years of customer service experience.
• Flexible hours between 8:00 am – 5:00 pm PST. Must be available at 8 am PST on Tuesday and Fridays for team meetings.
• The pay rate for this position is $25/hr.
• We’re looking for someone to become a long-term (3+ years) team member.

How to Apply:

Email: jobs@profitfactory.com (Please do not contact Matt Deseno or HLPro Tools directly. Doing so will disqualify you for the position.)

In the subject line, please write, “Hi, I’m (your full name) from (insert your city & state). I’m interested in The HLPro Tools executive assistant position.”

In the body of the message, please write me a 15 sentence email including:

• Two sentence opening salutation that says: “Hi there. I’m (your name) from (city, state).”
• Paragraph #1: Reason(s) why you think this job is a great fit for you, including your experience as an administrative assistant (including the number of years) and the type of task you handled for your boss. (black font, Verdana, 3 sentences)
• Paragraph #2: Tell us about your experience and level of confidence with customer service and customer-facing positions. (red font, Verdana, 3 sentences)
• Paragraph #3: Your level of proficiency (beginner, immediate, proficient) with Google Suite, any CRM tool you have experience with, any Project Management tool you have experience with, and Zoom; please mention in what capacity you used these tools/type of tasks you handled. (blue font, Verdana, 3 sentences)
• Paragraph #4: If you are/are not currently working (if you are, please let us know if you are planning to leave your position for this one), your availability in Pacific Time Zone hours, and where you see yourself in three years. (black font, Verdana, 3 sentences)

One sentence closing providing the following:

• a closing salutation including your name, email address, and phone number

Be sure to attach a resume. Thanks! 

Administrative Assistant

REMOTE, USA

PEOPLE OPERATIONS

FULL-TIME

• Homebound’s mission is to create a better way to build homes, leveraging technology to make homebuilding simpler and more transparent.
• We’re delivering on that promise in places that have been impacted by natural disasters, and now we’re expanding to help families across the country build the perfect home.
• With a better labor model, a more efficient building process, and a delightful homeowner experience, Homebound is transforming the homebuilding market.
• The Homebound team includes software engineers, product managers, designers, marketers, people operations and legal experts, interior designers and the best construction experts in the world — all of whom have come together to improve homebuilding as a whole.
• We are already helping hundreds of homeowners across California, Texas, and The Bahamas, and we are poised to help hundreds more. Join us.

Role Overview:

• As the Administrative Assistant you will support various business leaders and teams across the organization.
• This position requires an extremely detail-oriented, enthusiastic multitasker who can relate to individuals at all levels within the organization.
• You will be a critical member of the People Operations Team, keeping daily functions and systems of our high growth, fast-paced company in smooth working order.
• The ideal candidate is upbeat and friendly with a ‘can do’ attitude. You are great at communicating and love to support and serve multiple kinds of people across various departments.

What You’ll Do

• Provide administrative support for members of the leadership team, including scheduling meetings, heavy calendar management, arranging travel and managing expenses.
• Manage and act as gatekeeper to the calendars of those you support, always trying to find new ways to ensure days are as smooth and efficient as possible.
• Support the leadership team in all daily duties, ensuring they are prepared and organized.
• Communicate and problem solve across various departments including People Ops, Construction, Growth, etc.
• Plan and facilitate team events including off-sites (virtual and in-person). Assist members of the leadership team as needed with project management, meeting preparation and presentations.
• Partner with the Executive Business Partner on additional ad hoc support responsibilities and projects.

Who You Are

• 2+ years of administrative experience in a fast-paced startup environment
• Excellent interpersonal, written and verbal skills, as well as the ability to self-manage.
• Extremely strong organizational skills and ability to prioritize conflicting needs.
• Focused attitude ensuring that projects are followed-through to completion.
• Strong calendaring and customer skills a must.
• Google Suite (gcal, gmail, google slides) experience a must.
• Extreme care for data integrity and attention to detail.
• Warm, welcoming demeanor and the ability to work with a wide range of personalities.
• Ability to manage sensitive and confidential information.
• Thrives in a face paced, hyper-growth environment with the ability to adjust and adapt to change. Willing to tackle the big and the small. Must be scrappy.
• Continuous optimizer – always looking for ways to make things better, faster, more efficient.

We are focused on building a diverse and inclusive workforce. If you’re excited about this role, but do not meet 100% of the qualifications listed above, we encourage you to apply. 

Executive Assistant

Virtual

Location: For this role we are open to remote work located anywhere in the United States or Canada

The Ceridian finance team is searching for an experienced, reliable and business-oriented Executive Business Assistant. The Executive Business Assistant will work directly for the Chief Finance Officer and should expect interactions with senior executives across the board. This role will be responsible for performing several administrative, operational and strategic duties. The ideal candidate is highly self-motivated, professional, and a seasoned business assistant to senior level executives.

Key Responsibilities:

• Strategically manage and plan the Chief Finance Officer’s day to day activities; including calendaring, meetings, appointments, and other commitments and ensure the most efficient use of time.
• Oversee all travel arrangements and logistics which may include booking flights, car transfers and hotel accommodations.
• Coordinate all meetings and conference calls as well as provide the required background information, which includes detailed travel itineraries, schedules, and briefing documents.
• Proactively bring ideas and best practices forward to optimize operations and processes; encouraged to be active in team meetings.
• Coordinate and manage special projects, team meetings or events with a keen focus on the details; including agenda management, setting targeted outcomes, and sending follow up minutes and action items as appropriate.
• Perform advanced administrative duties to support the Chief Finance Officer including, but not limited to:
• Regularly making critical judgements regarding the travel and activities of the Chief Finance Officerto ensure the most important focus is always addressed
• Schedule meetings and appointments; manage travel itineraries and expense reports
• Develop and maintain collaborative business relationships among internal and external stakeholders
• Uphold a strict level of confidentiality

Essential Skills & Core Competencies:
Administrative:

• Ability to work with cross-functional groups, of varying levels of seniority, within and outside the organization
• Anticipatory management, including the ability to be proactive and anticipate the needs
• Excellent time management, thoughtful decision-making, organizational, problem-solving skills and ability to effectively vet requests for the executive’s time
• Proficiency with managing multiple projects and tight deadlines
• Strong business-to-business communication and writing skills
• Organized with keen attention to detail and ability to manage complex tasks
• Ability to deal with ambiguity
• Highly motivated and able to work independently
• Ability to exercise discretion, tact and professionalism at all times
• Ability to provide a thoughtful, calm approach

Operational:

• Strong business acumen and understanding of business priorities
• Manage project-based timelines and prioritize action items
• Proven ability to be a valued and trusted business partner
• Professional management of internal and external stakeholders
• Proactively share ideas and best practices to improve process and resource optimization
• Ability to operate with a sense of urgency
• Experience in the technology or software industry an asset

Qualifications required:

• 5+ years of experience working as an Executive Assistant supporting senior-level executives, preferably in a global technology or professional services environment
• Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Ability to excel in a fast-paced, dynamic environment 

Healthcare Administrative Assistant – Entry Level (Remote)

Sales & Marketing

United States

Description

American Specialty Health Incorporated is seeking a dynamic and engaging Practitioner Campaign Associate to join our team! This is an exciting opportunity to support the practitioner recruitment team with prelaunch and execute campaigns, which includes working directly with telerecruiters, fielding incoming faxes, client and member nominations, and dissemination credentialing documents to recruiters for follow up. This position plays an integral role in our company by expanding our network and supporting our mission to empower individuals to live healthier and longer.

Remote Worker Considerations:

Candidates who are selected for this position will be trained remotely and must be able to work from home in a designated work area with company-provided technology equipment.

Responsibilities

• Interfaces with prospective practitioner to encourage participation in our Clinical and Fitness programs.
• Makes outbound telephone calls to prospective practitioners to raise awareness of the programs, set field appointments, and provide follow-up to assigned recruiter’s initial outreach in key campaigns.
• Initiates first-time calls to practitioners in low-profile campaigns.
• Invites practitioners to webinars, notifies them of upcoming seminars, and advises them of field appointments if requested by practitioners.
• Sends recruitment material to practitioners.
• Records contacts into the contact management database.
• Manages time to ensure the minimum required outbound calls per day and per week are met, as specified by management.
• Works off of daily and weekly call lists generated from the database for key and ongoing campaigns.
• Researches unique questions using all available sources. Refers difficult issues to the Manager for appropriate answers.
• Handles incoming queue calls for absent reps as well as during high call volume in the department.
• Supports the recruitment team by conducting ongoing internet searches when recruiters encounter disconnected and wrong numbers for clinical and fitness practitioners.
• Conducts data research for records in the Primus database that are determined to be inaccurate.

Qualifications

• Associates degree required or equivalent. High school diploma required.
• Minimum six months experience in outbound or inbound call environments and/or customer service.
• Strong verbal/telephone communication skills.
• Proficient in MS Office.
• Organized, results-oriented team player, ability to work under time-sensitive projects as directed by management.
• Demonstrates the ability to conduct outbound calls to clinical and fitness practitioners as follow up to recruiter’s initial outreach, to include coordination of field appointments.
• Ability to handle inbound calls as needed during high call volume times.
• The ability to field and handle typical objections and the ability to present information in a clear and concise manner utilizing campaign scripts.

Core Competencies

• Demonstrated ability to interact in a positive, respectful manner and establish and maintain cooperative working relationships.
• Ability to display excellent customer service to meet the needs and expectations of both internal and external customers.
• Excellent listening and interpersonal communication skills to identify critical core competencies based on success factors and organizational environment.
• Ability to effectively organize, prioritize, multi-task, and manage time.
• Demonstrated accuracy and productivity in a changing environment with constant interruptions.
• Demonstrated ability to analyze information, problems, issues, situations, and procedures to develop effective solutions.
• Ability to exercise strict confidentiality in all matters.

Mobility

• Primarily sedentary, able to sit for long periods of time.

Physical Requirements

• Ability to speak, see and hear other personnel and/or objects. Ability to communicate both in oral and written form. Ability to travel within the facility. Capable of using a telephone and computer keyboard. Ability to lift up to 10 lbs.

Environmental Conditions

• Usual office setting.

This job posting is not applicable in CO.

American Specialty Health is an Equal Opportunity/Affirmative Action Employer.

• All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.
• Please view Equal Employment Opportunity Posters provided by OFCCP here.
• If you are a qualified individual with a disability or a disabled veteran, you have the right to request an accommodation if you are unable or limited in your ability to use or access our career center as a result of your disability. To request accommodation, contact our Human Resources Department at (800) 848-3555 x6702.

ASH will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the Company’s legal duty to furnish information. 

Location: US Locations Only, 100% Remote; Part Time

Why you?

You are an experienced professional with a positive outlook and a passion for helping others succeed. You are looking for a long-term career opportunity with a company that is committed to work-life balance, and that promotes a culture of respect, kindness and transparency. You are an excellent communicator, you take great pride in the quality of your work, you are a stickler for details, you are tech savvy, you excel at multitasking—and you do it all with a smile!

Why us?

As a premium remote staffing company we set the standard for remote professionals. We are proudly certified as a Great Place to Work, and our accolades include being named by Fortune Magazine as one of the “50 Best Small Workplaces”, and Entrepreneur Magazine in their Entrepreneur 360 List as one of the “Best Entrepreneurial Companies in America.” Military Friendly named us as part of the Top 10 Military Spouse Friendly Employers, and FlexJobs as a Top 100 Company to watch for. We are also accredited by Flexa as a truly flexible employer.

We believe that it is possible to have a rewarding career that doesn’t conflict with your personal responsibilities and life choices. Our diverse team includes parents, military spouses, caregivers, and those with unique life situations where working remotely, part time and on a flexible schedule is not just a ‘nice to have’. As a woman owned business, we are intimately familiar with the challenges women and minorities face in the workplace and we are committed to maintaining a diverse, equitable, and inclusive workplace for all. And of course, as a remote-first company since our inception in 2012, we are long-time established experts at leading and succeeding in a remote work environment!

For more information about our company culture and to hear from team members about their experience in roles filled with variety and new learning—visit our jobs page at https://boldly.com/jobs/

About the position

This is a rewarding long-term career opportunity to work alongside established Fortune 500 companies, senior-level executives, and successful business owners of small and medium size businesses as they make a greater impact in the world. As an executive assistant, you will have the opportunity to choose the companies that you support based on company values and your preferences, and to create long-term partnerships with the executives that you support as you develop new skill sets and get exposure to a variety of industries. You will join our team as a part-time employee with the opportunity to become full-time in due course, based on performance.

As an executive assistant you’ll apply your professional skills in a wide range of tasks including:

• Maintaining appointment schedules and calendar.
• Planning and scheduling meetings, conferences, and travel.
• Making travel arrangements including flight and hotel bookings.
• Maximizing the executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating phone calls on their behalf.
• Email management.
• Creating PowerPoint presentations.
• Managing expenses.
• Conducting research on various topics.
• Providing customer/supplier support.
• Other executive admin responsibilities as needed.

Your Skills and Experience:

• A minimum of 5 years, direct hands-on experience in a role related to executive assistance and administration.
• Ability to multitask and prioritize work as needed.
• Excellent time management skills.
• Knowledge of online tools and software such as Google Workplace, Outlook and Zoom.
• Ability to learn new tools quickly.
• Excellent interpersonal communication.
• Strong writing skills.
• Highly organized.
• A team player who is proactive, flexible, results-oriented and comfortable in a rapidly changing environment.
• Ability to work independently and under the pressure of deadlines.

Benefits you’ll love:

• W2 employment status
• Competitive pay starting at $22 an hour (£17 in the UK)
• Opportunities for pay raises
• Generous PTO
• Paid holidays
• Paid parental leave
• Technology stipend

Show me the Perks, Perks, Perks!

• Flexible work hours
• Work part-time or full-time hours
• 100% remote (work from home)
• Steady work with the same clients for years!
• Choose the clients who you want to work with
• Join a team of like minded professionals
• Paid onboarding
• Work with a dedicated Team Leader to help you succeed with ongoing mentorship
• In house technical support
• Opportunities for collaboration with other members of the Boldly team
• Camaraderie and all around support with our Team Slack
• Learning and development opportunities in different industries
• A positive and thriving company culture that understands work/life balance
• An opportunity to grow with a leader in the remote work space
• Company newsletters, team shares, quizzes, prizes, charity events, and celebrations
• Fun company swag!

Remote work is thriving and the future is bright! Don’t miss out on joining us!

Boldly is currently hiring in the following 22 States, as well as in the UK:

• Arizona
• California
• Colorado
• Delaware
• Florida
• Georgia
• Illinois
• Massachusetts
• Michigan
• Minnesota
• Montana
• New Hampshire
• New Jersey
• New York
• North Carolina
• Ohio
• Pennsylvania
• South Carolina
• Tennessee
• Texas
• Virginia
• Washington

Location: US Locations Only 

Title: Senior Administrative Assistant

Location: United States – Remote

The Sr. Administrative Assistant is responsible for providing a high level of proactive administrative support to senior leaders of the Government Services Business Unit. The purpose of this role is to enhance the effectiveness of the senior leaders by anticipating their needs in areas such as calendar and email management, call management, travel and expense, meeting coordination, and other projects. Other tasks will include updating PowerPoint presentations, edits to Word documents, and work in Excel. This role interfaces with individuals at all levels across the organization and works closely with other executive assistants.

What will be my duties and responsibilities in this job?

Calendar and Email Management

• Proactively manage the calendar for executives assigned to support
• Alerts the executive to any urgent matters that require immediate attention and where appropriate, the assistant should prepare draft replies to correspondence for the executive to review
• Ensures that the executives’ time is carefully coordinated and planned so that priority meetings are held on a timely basis
• Helps the executive remain on time for meetings
• Where possible, work with executives to block time on the calendar to do e-mail, work on projects, and deal with administrative priorities
• Schedules regular meetings with each of the executive’s direct reports and any other individuals that require meetings with the executive with the required frequency

Travel & Expense Coordination

• Manages travel for the executive assigned to support in accordance with the travel and expense policy
• Ensure that travel arrangements are carefully coordinated and planned to provide efficient use of the executive’s time while out of the office
• Ensure that detailed travel documents including travel itineraries, meeting itineraries, and logistical information is provided in advance of the trip
• Completes and submits expense reports for the executive in accordance with the travel and expense policy
• Reconciles corporate credit card account

Meeting Coordination

• Coordinates logistics for both internal and external meetings to include offsite locations, catering, audio-visual requirements, etc.
• Ensure that materials needed for meetings are printed or attached to appointments as required
• Ensures smooth virtual meetings using appropriate technology
• Take minutes, distribute notes, and follow up on action items from meetings

General Responsibilities

• Handles information requests from the executive, including conducting research and creating or updating reports
• Assists in preparing PowerPoint slides and other presentation materials
• Generate emails and reports when appropriate
• Interacts with internal shared services and vendors when required in support of the senior leaders
• Conducts special projects as assigned

What are the requirements needed for this position?

Education/Training

• Associates degree or equivalent experience in an executive assistant role; Bachelor’s degree preferred

Business Experience

• Minimum of 5 years of experience working as an executive/administrative assistant supporting high-level executives in a fast-paced, dynamic environment

What other skills/experience would be helpful to have?

Specialized Knowledge/Skills

• Displays a high degree of confidentiality and professionalism
• Ability to manage multiple competing priorities
• Advanced calendar management and organizational skills
• Experience in managing projects and following up on meeting action items
• Proficient in Microsoft Office (Outlook, Word, OneNote, PowerPoint, Excel) & Visio
• Excellent written and oral communication skills

What are the working conditions and physical requirements of this job?

• Environment – Primarily work from home
• Physical Requirements – Sitting, standing, walking, and using keyboard

Executive Assistant

United States

Full-Time

Senior level administrative assistant responsible for providing advanced secretarial and administrative support to Thrivent Financial executive(s). Responsibilities include handling communications, maintaining executive’s schedule and calendars, and coordinating meetings, conferences, presentations, and travel. Composes correspondence, prepares reports and presentation materials, and provides project support.

*This position can be remote within the US.

Job Description

Job Duties and Responsibilities

• Organizes and coordinates executive’s schedule by arranging appointments, maintaining calendars and scheduling meetings, conferences, travel, and presentations
• Handles telephone calls, greets visitors, responds to information requests, and composes correspondence (often of a confidential nature)
• Relieves VP/SLT/EMT of routine administrative details, including data compilation and analysis
• Prepares meeting agendas and briefings, maintains meeting notes, and arranges for implementation of action items
• Prepares presentation materials and spreadsheets to produce high quality reports, presentations, and other documents
• Supports and/or administers projects or processes for division/department
• Maintains and promotes strong business relationships with key stakeholders in support of management objectives.

Required Job Qualifications

• 5 or more years of administrative/secretarial experience
• Two-year degree from business or vocational school desired
• Advanced business computer skills (Microsoft Word, Excel, PowerPoint)
• Ability to write business correspondence clearly and concisely, using correct grammar, vocabulary, punctuation, and spelling
• Ability to handle multiple projects or tasks while effectively prioritizing to meet deadlines and maintain a high quality of work
• Ability to maintain integrity of sensitive/confidential information

Other Critical Factors

• Reports to and supports Thrivent Financial executive(s) (corporate VP and above)