Assistant Project Manager/Executive Assistant

Check Off Your List (COYL) is hiring a remote part-time Executive Assistant to support our exponential growth.

COYL provides highly trained, remote professionals in bookkeeping, executive assistance, human resources, marketing, web design, and IT Support on a pay-what-you-need model so our clients can focus on what matters most – their business.

We work remotely, but we stay connected through Zoom meetings and Teams. Enjoy the best of both worlds - work from home without the isolation!

This is a remote position (seeking employees based in Florida, Maine, Ohio, Texas). This role will start at 10-15 hours a week and can quickly grow from there.

Objectives of the Role:

• Report to the Project Manager and Manager of the Executive Assistant team


• Assist clients as directed


• Maintain client relations and refine internal processes that support COYL and clients


• Manage communication between various clients’ upper management and employees, liaising with internal and external executives on projects and tasks


• Plan and orchestrate work to ensure the client’s priorities are met, organizational goals are achieved, and best practices are upheld

Daily and Monthly Responsibilities (dependent on client needs): 

• Manage the professional and personal needs for various clients


• Track detailed records in timekeeping system


• Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to our virtual clients’ senior executives


• Manage, coordinate, and arrange our virtual client’s travel and travel-related activities, including hotel booking, transportation, and meals


• Perform administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contact database


• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with various clients and our company


• Track action items and follow up with the client and internal team members to ensure deadlines and commitments are met


• Assist with meeting preparation including agendas, materials, note-taking, and follow-up items


• Support operational tasks such as CRM updates and workflow coordination


• Organize client communications 
  


• Return phone calls and relay messages


• Plan client events


• Respond to all requests within a maximum of 4 business hours


• Navigate priorities while multi-tasking 


• All other tasks as needed

Skills and Qualifications 

• 4 years of experience in an administrative role reporting directly to senior management


• Superb written and verbal communication skills


• Strong time-management skills and the ability to organize and coordinate multiple projects


• Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems


• Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge


• Ability to keep various companies’ confidences


• Promptness and a motivated self-starter


• Confident and professional phone presence


• Available to help with urgent requests

Preferred Qualifications 

• Experience developing internal processes and filing systems


• Associates or above degree in administration; or equivalent experience


• Knowledge of CRM such as Active Campaign, Zoho, pipedrive, etc. 

Schedule: 

• Monday to Friday 


• Part-time with the potential to grow to full-time

Full job description available on the employer's site.