Executive Assistant (Part-Time, Virtual)
Since 2003, Gina Airey Consulting (GAC) has been facilitating high-quality, results-driven planning in partnership with social impact leaders of nonprofits, philanthropy, government, universities, social enterprises, and public-private/multi-sector collaboratives. Driven by our passion for healthy communities, our work is usually at the intersection of children and families, health, and education.
At Gina Airey Consulting (GAC) our saying is “Rise Up to Your Vision”. What is your vision? Is it to make an impact? Is it to work with a great team? If so you could be a great addition to the GAC team! We are seeking a part-time, virtual Executive Assistant to support our CEO and the entire team. You will be the first experience of the Gina Airey Consulting brand: professional, purposely positive, energizing, trustworthy, warm, intuitive, and intelligent.
Key responsibilities and areas to shine
Effectively manage workload and deliver high quality work virtually
Act as first point of contact with clients, colleagues, team and vendors
Manage the CEO’s calendar, activities, deadlines and contact information via Outlook
Perform office duties that include ordering supplies and managing supply inventory
Answer emails and phone calls, routing communication to the correct person or taking messages and following up in a timely manner
Provide general administrative support on an ad-hoc basis
Manage Company-leased vehicle maintenance schedule
Coordinate technology and tech support
Update and maintain online presence (website, LinkedIn, etc.)
Compose, edit, and format/brand documents including client deliverables
Initiate practices, introduce tools and collaborate to continuously improve processes and procedures
Electronically file and retrieve corporate records, documents, and reports via cloud-based software; maintain paperless practices
Help in preparing for meetings, logistics and agendas (e.g. reserving meeting space, catering, meeting supplies, etc.)
Make travel arrangements (flight, hotels, ride-sharing) for employees and consultants
Manage online subscriptions and membership accounts for company and CEO
Proven experience as an executive assistant or other relevant administrative support experience
Highly detail oriented with impeccable standards
An in-depth understanding of entire MS Office suite (Word, Excel, PowerPoint, Outlook)
Familiarity with cloud-based software (e.g. SmartSheet, DropBox, Securisync)
Ability to organize daily workload by priorities and complete tasks efficiently
Ability to meet deadlines in a fast-paced quickly changing environment while remaining flexible
Highly responsive to support requests from CEO and team
Ability to strategically manage multiple, competing calendar items and scheduling requests
A quick learner with a proactive approach to problem-solving and strong decision-making skills
Have impeccable follow-through with open ended items, especially managing complex calendars
Excellent verbal and written communications skills
To Be Successful in This Role:
You will be a stellar team member who brings a positive, enthusiastic attitude, along with creativity to all your work
You uphold a strict level of confidentiality but have a lighthearted nature
You are skillfully able to develop and sustain a level of professionalism among staff and clientele alike
Gina Airey Consulting believes outstanding people are the key to our success. We value a diverse and inclusive workplace and network. As an equal opportunity employer, we recruit and hire without regard to race, national origin, religion, gender, gender identity, sexual orientation, disability, marital status, veteran status or age.
If You Think We Could Do Great Work Together, Submit Your Application Today!
In order to help us find the best candidates, please follow these instructions. Note that submissions which do not follow the requests below will not be considered. Show us your best stuff!
Prepare a Cover Letter that includes:
How you meet the qualifications described above and would be an excellent addition to our team;
Your vision for your future; and,
Your availability to work remotely with occasional in-person attendance within Greater Los Angeles.
Send your current Resume to further explain your interest and experience that directly relates to this role. Specify any executive assistant and/or administrative experience, expertise and any certifications, or trainings that you would bring to this role.
Email your resume and cover letter, in one PDF attachment, to firstname.lastname@example.org, using the subject line “EA Application for GAC”.