Position Overview: Executive Assistant

Are you a detail-oriented professional with a proven track record of providing exceptional executive support? Do you excel in managing complex schedules and handling diverse responsibilities with precision and efficiency? We are seeking a proactive and qualified Executive Assistant to join a luxury travel agency and provide dedicated support to a high-paced agency owner and well-known travel advisor. This role requires a strategic thinker with strong organizational skills to assist in coordinating business activities, managing personal commitments, and overseeing various projects.

Key Responsibilities:

Calendar and Email Management:

• Efficiently manage and synchronize the executive's calendar, ensuring alignment with professional and personal commitments.
• Handle email correspondence on behalf of the executive, responding promptly and professionally.
• Skillfully screen and filter incoming calls and correspondence, directing them appropriately to streamline communication processes.

Travel Coordination:

• Arrange detailed travel itineraries, accommodations, and transportation for business trips and personal travel.
• Ensure all travel arrangements align with the executive's preferences and luxury standards.

Document Management:

• Organize and maintain essential documents, contracts, and records.
• Assist with document preparation, including reports, presentations, and other materials.

Task Prioritization:

• Aid the executive in prioritizing tasks and managing time efficiently.
• Create effective to-do lists and reminders to ensure adherence to commitments and deadlines.

Meeting Support:

• Schedule, prepare materials for, and attend meetings alongside the executive.
• Take minutes, summarize discussions, and follow up on action items.

Family and Personal Commitments:

• Assist in managing the executive's personal and family commitments, and coordinating events and special occasions.

Research and Information Gathering:

• Research diverse topics, industries, and trends to support decision-making.
• Summarize findings and provide relevant information.

Project Management:

• Oversee and manage projects in collaboration with the executive, ensuring goals and objectives are met.
• Organize and streamline internal databases and processes.
• Ensure task prioritization and act on behalf of the executive during travel or out-of-office periods.
• Propose innovative solutions and strategies to drive growth and efficiency.
• Tackle additional tasks and projects as needed, showcasing flexibility and adaptability.
• Collaborate with team members to ensure seamless daily operations.

Requirements:

• Superb attention to detail is a non-negotiable requirement.
• 5+ years of prior experience as an executive assistant, preferably in the luxury industry.
• High-level organizational skills and excellent time management.
• Advanced English language skills with exceptional written communication abilities.
• Proficiency in managing multiple calendars and organizing complex schedules.
• Ability to maintain confidentiality and handle sensitive information discreetly.
• Strong interpersonal and problem-solving skills.
• Tech-savvy and proficient in using digital tools, including project management tools like Notion, ClickUp, and Asana.
• Ability to work both independently and collaboratively as part of a remote team.
• Must have a stable internet connection, laptop, or desktop computer.

Preferred:

• Bachelor’s degree in Business Administration, Public Relations, Hospitality Management, or Tourism Management.
• Experience in the luxury industry is a significant plus.

Compensation: Negotiable based on experience. This position is Full-Time (40 hours per week) and 100% remote from home.

If you are an exceptional, forward-thinking individual excited to dive in and grow, we encourage you to apply for this exciting opportunity!