This role requires a highly organized and proactive Executive Assistant to provide comprehensive support to the CEO. Key responsibilities include calendar management, travel arrangements, preparing meeting materials, handling correspondence, and managing expenses. This role also plays a key role in marketing initiatives, including LinkedIn network growth, simple video editing, and collaborating with the marketing team on BNI-related activities.
The ideal candidate will possess exceptional communication and interpersonal skills, strong organizational and time management abilities, and the ability to anticipate the CEO's needs and proactively address them.
Responsibilities:
Executive Support:
- Manage the CEO’s schedule, including organizing meetings, appointments, and travel arrangements.
- Efficiently plan and coordinate annual one-on-one calls, maintaining detailed records and sharing actionable suggestions.
- Prepare meeting materials, reports, presentations, and correspondence as required.
- Screen and direct calls and inquiries, ensuring professional communication.
- Handle travel logistics, including booking flights, accommodations, and ground transportation.
- Manage expense reports and reimbursement processes.
- Support Account Managers find appointments, anniversaries, and key customer information to strengthen the relationship.
- Organize visits to prospective clients in Vancouver and nearby cities.
- Help the CEO to generate referrals for the BNI members.
- Grow the LinkedIn network sending as many connections invites as the platform allows everyday.
Administrative Support:
- Maintain confidential files, records, and sensitive information.
- Prepare and organize agendas, minutes, and follow-up items for meetings.
- Monitor and manage office supplies or tools as needed in a virtual environment.
- Complete forms, applications, and administrative requests on behalf of the CEO, ensuring accuracy and timeliness.
Project Support:
- Support special projects assigned by the CEO, including conducting research, performing data analysis, and preparing reports.
- Research new products, services, and regional events (British Columbia and Washington).
- Assist with event logistics.
Communication & Relationship Management:
- Build and maintain strong relationships with internal and external stakeholders, including senior executives, board members, and clients.
- Communicate professionally across all organizational levels, representing the CEO with integrity and diplomacy.
- Oversee responses to birthday and anniversary emails, ensuring timely follow-ups.
- Ensure timely responses to communications from managers or other key stakeholders.
- Manage all BNI correspondence and requests, including scheduling one-on-one meetings with each member.
- Serve as a reliable point of contact for external communications, ensuring a high level of professionalism and confidentiality
Marketing Support
- Help the marketing team in editing simple organic videos to be posted weekly on the CEO´s LinkedIn, that do not require complex edition work.
- Coordinate with the marketing team, how we can do free valuable marketing work for some BNI members to strengthen the trust and build a stronger relationship with them.
- Coordinate with the marketing team to send personalized messages and templates to LinkedIn connections.
Requirements
- Proven experience as an Executive Assistant or a similar role supporting C-level executives
- Proficient in leveraging AI tools and technologies, with a strong enthusiasm for integrating AI solutions into daily workflows to enhance productivity and innovation.
- Exceptional organizational and time management skills.
- Strong written and verbal communication skills in both English and Spanish (fluency required).
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), and Google Workspace tools
- High attention to detail and accuracy.
- Ability to work independently, anticipate needs, and take initiative proactively.
- Strong problem-solving and decision-making skills
- Discretion and the ability to handle confidential information with integrity.
- Ability to prioritize tasks and manage multiple deadlines
- Experience managing schedules, travel arrangements, and logistics for senior leaders.
- Outstanding relationship-building, problem-solving, and presentation skills.
- Basic video editing skills are needed for LinkedIn content.
- Flexible and adaptable to dynamic priorities in a fast-paced environment.
- A strong understanding of LinkedIn and its best practices is a plus.
Schedule: Monday through Friday from 10:00 AM to 7:00 PM (VET).
Benefits
- Competitive pay in US Dollars.
- You'll get to work with some amazing, respected business professionals.
- We really value and encourage input from our team members.
- We offer different payment methods (Zelle, Face Bank, Binance)
- You'll get paid every two weeks
- We'll provide you with the necessary equipment to work: Laptop, headset, mouse, and mouse pad.
- Birthday and work anniversary celebrations.
- Alliances with many brands grant extra benefits to freelancers.
- Weekly recreation dynamics that foster a healthy work environment.
