Assistant Project Manager, Executive Assistant

This is a fully remote position, open to applicants in Florida, +3 more states.

📋 Description

• Report directly to the Project Manager and the Manager of the Executive Assistant team.

• Provide assistance to clients as instructed.

• Foster client relationships and enhance internal processes that benefit both COYL and its clients.

• Facilitate communication between upper management and employees of various clients, coordinating with both internal and external executives on projects and tasks.

• Strategically plan and execute work to ensure client priorities are met, organizational objectives are fulfilled, and best practices are adhered to.

• Address the professional and personal needs of different clients.

• Maintain detailed records in the timekeeping system.

• Oversee complex scheduling and extensive calendar management, including the management of content and information flow to the senior executives of our virtual clients.

• Organize, coordinate, and arrange travel and related activities for our virtual clients, encompassing hotel reservations, transportation, and meal arrangements.

• Provide administrative and office support, including typing, dictation, spreadsheet creation, faxing, and maintaining the filing system and contact database.

• Uphold professionalism and strict confidentiality regarding all materials, exercising discretion while interacting with various clients and our company.

• Monitor action items and follow up with clients and internal team members to ensure deadlines and commitments are fulfilled.

• Assist in meeting preparation, which includes creating agendas, materials, taking notes, and managing follow-up items.

• Support operational duties such as CRM updates and workflow coordination.

• Organize client communications effectively.

• Return phone calls and communicate messages promptly.

• Plan and organize client events.

• Respond to all requests within a maximum of 4 business hours.

• Navigate competing priorities while managing multiple tasks effectively.

• Perform all other tasks as required.

⛳️ Requirements

• Minimum of 4 years of experience in an administrative role reporting to senior management.

• Exceptional written and verbal communication skills.

• Strong time-management abilities and the capacity to organize and coordinate several projects simultaneously.

• Proficiency in Microsoft Office and other productivity software, along with the ability to learn new software and systems.

• Flexible team player who is willing to do what it takes to complete tasks; adaptable and enjoys tackling challenges.

• Ability to maintain confidentiality for various companies.

• Timeliness and a proactive self-starter attitude.

• Confident and professional phone demeanor.

• Available to assist with urgent requests.

🏝️ Benefits

• Competitive salary and compensation package.

• Opportunities for professional development and training.

• Flexible working hours and remote work options.

• Supportive team environment and company culture.