Executive Assistant / Personal Assistant

(NZ / VA) Executive Assistant / Personal Assistant

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About The Role : As our Executive Assistant, you will be responsible for helping high-level executives and entrepreneurs manage their time and resources effectively. This role demands an individual who is organized, detail-oriented, tech-savvy, and capable of working independently while providing top-tier support remotely. You will ensure a smooth day to day operation of an executive’s professional and personal life, combining organizational skills, attention to detail, and discretion.

Your Main Assignment Responsibilities Will Include :

• Manage the executive's calendar, scheduling and coordinating meetings, calls, and appointments across multiple time zones. Ensure there are no conflicts and prioritize urgent tasks.
• Email management both personal and company email, respond to routine inquiries on behalf of the executive, and ensure timely replies to important messages.
• Act as the main point of contact for the executive, managing communication with internal teams, clients, partners, and vendors.
• Organize all travel arrangements (flights, restaurants, hotels, car rentals) based on the executive’s preferences and business needs. Ensure travel logistics are efficient and cost-effective.
• Create detailed travel itineraries, including flight details, meeting schedules, and relevant documents for business trips. Track travel expenses, process receipts, and manage reimbursements.
• Prepare and edit documents, presentations, reports, and proposals as required for meetings, conferences, or other professional purposes.
• Organize virtual events, such as webinars, conferences, or team meetings, managing all logistics, including invitations, scheduling, and virtual platform management, create minutes of meetings.
• Schedule personal appointments such as medical visits, family events, or social engagements. Assist with managing personal commitments that require scheduling.
• Help manage personal tasks such as online shopping, gift purchasing, or coordinating personal events remotely.
• Assist with planning personal events or managing household-related tasks (e.g., booking travel for family, organizing private functions).
• Conduct research on industry trends, competitors, or specific projects, providing insights and relevant information to the executive.
• Assist with managing the executive’s social media profiles, responding to messages, scheduling posts, and keeping their profiles up to date.
• Track business and personal expenses, manage budget spreadsheets, and generate regular financial reports.
• Assist in processing invoices, handling vendor payments, and ensuring financial records are kept up to date.

Qualifications :

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