Executive Assistant

This is a fully remote position, open to applicants in United States.

📋 Description

• Offer hands-on assistance with grant applications, forms, and submissions.

• Research and pinpoint relevant grant opportunities as needed.

• Evaluate grant requirements, eligibility criteria, deadlines, and necessary documentation.

• Transfer data from documents and files into grant applications and online forms.

• Upload resumes, CVs, biographies, achievements, awards, project details, and supporting materials.

• Organize reusable application information effectively.

• Keep track of grant deadlines and application status using calendars or trackers.

• Review applications for completeness and accuracy prior to submission.

• Follow up on any missing documents or information.

• Maintain records of submitted, pending, approved, and declined applications.

• Provide assistance with executive and administrative tasks.

• Organize Google Drive, shared folders, documents, spreadsheets, and digital files.

• Develop coherent folder structures and naming conventions.

• Organize email inboxes, folders, labels, and correspondence.

• Maintain organized password records and securely document account information.

• Create and maintain administrative spreadsheets, contact lists, project trackers, and deadline trackers.

• Assist with data entry, document preparation, formatting, uploading, and general administrative duties.

• Manage calendars, reminders, appointments, and deadlines efficiently.

• Conduct online research and compile information for leadership purposes.

• Coordinate administrative tasks for film festivals, events, projects, and initiatives.

• Organize applications, schedules, contacts, documents, and materials for festivals and events.

• Assist with social media updates.

• Upload photos, videos, captions, announcements, and other content.

• Help maintain an e-commerce store.

• Upload product photos, descriptions, pricing, categories, and additional product information.

• Review e-commerce listings for accuracy and proper formatting.

• Maintain digital libraries of resumes, accomplishments, photos, biographies, and project materials.

• Communicate professionally with external organizations, vendors, applicants, event contacts, and other stakeholders.

• Handle sensitive information with confidentiality and discretion.

• Perform additional executive assistant and administrative responsibilities as assigned.

⛳️ Requirements

• Up to 2 years of experience in Executive Assistance, Administrative Support, Grant Administration, Project Coordination, or a related field.

• Exceptional attention to detail and strong organizational skills.

• Experience in assisting with grant applications, proposals, online applications, or detailed form completion is highly preferred.

• Strong capability to extract information from existing documents and accurately input it into applications and forms.

• Experience working with resumes, CVs, biographies, achievements, and supporting documentation.

• Proficiency in Google Drive, Google Docs, Google Sheets, and Microsoft Office.

• Experience in organizing large volumes of digital files and information.

• Strong written communication, proofreading, and formatting abilities.

• Ability to manage several applications, projects, and deadlines concurrently.

• Strong online research skills.

• Experience managing email inboxes and digital administrative systems.

• Comfortable creating and maintaining spreadsheets and trackers.

• Experience with social media posting and basic content management.

• Basic e-commerce experience, including product uploading and updating, is preferred.

• Experience supporting events, festivals, arts, cultural organizations, or creative professionals is a plus.

• Comfortable learning new websites, application portals, and software platforms.

• Resourceful and capable of determining next steps independently without constant guidance.

• Dependable, proactive, and able to work autonomously.

• Strong discretion in handling confidential documents, passwords, and sensitive information.

• A CV must be attached.

🏝️ Benefits

• Competitive salary.

• Opportunity to influence the HR function of a rapidly expanding BPO.

• Collaborate closely with a team of industry leaders who have successfully scaled BPOs in the past.

• Career growth and development opportunities.