hockeystack - Executive Assistant - Part Time

Remote - PT (Pacific)2w ago

Remote NA Executive Assistant Virtual Assistant Executive Support Google Workspace Documentation

Requirements

• Experience supporting US-based companies, particularly AI startups. Familiarity with the pace, communication style, and operating environment of fast-moving US startups is a strong advantage. • Previous experience as an Executive Assistant, Virtual Assistant, Operations Assistant, Administrative Coordinator, or in a similar role. • A strong bias toward action. You're someone who gets things done rather than waiting to be told what to do. • Excellent organizational and time-management skills, with the ability to manage multiple priorities and follow through on commitments. • Confidence in communicating with different stakeholders, following up persistently, and respectfully holding people accountable. • Strong problem-solving skills and the resourcefulness to figure things out independently with minimal supervision. • Excellent written and verbal English communication skills. • Comfort using productivity tools such as Google Workspace, calendars, spreadsheets, and communication platforms. • Discretion and good judgment when handling confidential information. • Flexibility and a willingness to take on a wide range of tasks, from routine administrative work to unexpected operational challenges. • 💼 ENGAGEMENT DETAILS • Type: Part-time, virtual assistant engagement with fixed monthly compensation. • Hours: Approximately 10 hours per week (around 40 hours per month), with flexibility to adjust based on business needs. • Schedule: Must be willing to work within Pacific Time (PT) hours. • Location: Remote; open to candidates globally • Compensation: Flexible, based on experience, location, and the scope of the engagement.

Responsibilities

• Manage scheduling and administrative tasks: Coordinate meetings, manage calendars, resolve scheduling conflicts, and help keep the executive team organized. • Coordinate information and documentation: Gather files, updates, and information from different stakeholders and consolidate everything into organized, easily accessible resources. • Keep things moving: Follow up with people on outstanding tasks, missing information, and deadlines. Proactively push for responses and deliverables when needed. • Handle office operations: Coordinate with building management, vendors, and service providers to resolve office issues, arrange repairs, and keep the workspace running smoothly. • Manage office essentials: Order snacks, supplies, and other necessities, and coordinate cleaning services and office maintenance as needed. • Solve problems independently: Research solutions, identify the right people or resources, and take ownership of tasks through completion rather than waiting for step-by-step instructions. • Anticipate needs and take initiative: Identify gaps, address potential issues before they escalate, and handle ad hoc requests as business needs evolve.