Executive Assistant for Organizational Coach

We are a small consulting firm dedicated to helping business owners streamline and manage their day-to-day operations. We are looking for an experienced Executive Assistant to join our team.

As an Executive Assistant, you will work directly with our client, who is an Executive Coach assisting CEOs and private equity investors in building exceptional management teams. Services offered range from individual assessments of C-suite candidates to executive coaching and succession planning. Clientele includes senior leadership from a variety of industries, including public and private companies, VC-backed firms, hedge funds, and private equity entities. The Executive Assistant role is mission-critical to providing value to the clients and building trust in the Executive Coach and their process.

Position Overview:

We are seeking a dedicated Executive Assistant to join our team on a part-time basis (20-30 hours per week). The company will guarantee a minimum number of hours per week and will ask the Executive Assistant to do the same. As a vital member of our team, you will play a crucial role in ensuring the seamless execution of projects and maintaining exceptional client experiences. To ensure this, we will ask that you commit to a weekly schedule but with the flexibility that you can set your own weekly availability, allowing for a balance between work and personal commitments.

Responsibilities:

• Schedule and coordinate meetings and interviews, including video conferences and phone calls, while liaising with clients’ administrative staff.
• Prepare and organize project materials, ensuring accessibility and readiness for each project.
• Maintain and update databases and project management tools throughout the project lifecycle.
• Proofread reports and documents for clarity, formatting, spelling, and grammar.
• Assist in organizing and reviewing interview data and summarizing coded information.
• Aid in the preparation of project deliverables, collaborating with external graphic design resources when necessary.
• Support invoicing and expense tracking using reliable web-based software.
• Coordinate domestic travel arrangements approximately every 6-8 weeks.

Requirements:

• Excellent communication skills, with the ability to keep stakeholders informed and proactively address inquiries.
• A mindset focused on continuous improvement, seeking to enhance processes for increased efficiency and effectiveness.
• Proficiency in task execution, demonstrating a balance between precision and efficiency.
• High emotional intelligence and discernment, maintaining professionalism and credibility with C-suite clientele.
• Ability to readily use, learn, or adapt the technology-related tools used to run the business:
  • Microsoft Occie (report writing)
  • Google Docs (report writing)
  • Calendly (scheduling software)
  • Garmmarly (writing/grammer assistant)
  • Miro (whiteboard)
  • Teams (videoconference component)
  • Zoom (videoconference component)
  • FreshBooks (invoicing)
  • Bench (accounting)
  • Notion (project management)
• We are looking for US-based candidates who will be available during typical US-based business hours.

Compensation:

• Hourly rate commensurate with experience and qualifications, ranging from $25 – $28 per hour. 

MORE ABOUT US

SMV Virtual Consulting, a women-owned business, was founded in 2018 with a mission to help small businesses systematize and operate their businesses. We are a small (but mighty) team of 10 with team members located throughout the US, Mexico, and Spain. Our team members have extensive skill sets, with a focus on Business Systems Implementation, Operations Management, Project Management, and Virtual Assistant Services. We are able to fulfill our mission by matching the skills of our team members with our client’s needs.

Since 2018, SMV Virtual Consulting has been providing services through Upwork. We pride ourselves on having a 100% Upwork rating and have earned a spot in the Top 3% of all Upwork Agencies. We pride ourselves on creating a support team environment (virtual of course). If this seems like the right fit for you, apply today!