Executive Assistant - SaaS

Position : Executive Assistant

Number of hours : 5 hours / week (will potentially increase hours)

Schedule : UK Time

Tasks required :

Maintain and coordinate executive calendars, ensuring effective time management and scheduling of meetings, appointments, and travel arrangements

Serve as the primary point of contact between executives and internal / external stakeholders, including screening and prioritizing emails and phone calls

Plan, book, and organize complex domestic and international travel itineraries, including flights, accommodations, and ground transportation as needed

Prepare and edit reports, presentations, and documents, while maintaining an organized filing system for easy retrieval

Assist in preparing meeting agendas, taking meeting minutes, and ensuring timely distribution of materials to participants

Provide project support by conducting research, gathering data, and assisting with project coordination and follow-ups

Handle sensitive and confidential information with the utmost discretion and professionalism

Proactively identify and resolve administrative issues, demonstrating a solution-oriented approach

Collaborate effectively with other team members and departments to ensure seamless workflow and the achievement of organizational goals

Other ad hoc tasks that would be assigned

Requirements :

Proven work experience as a Virtual Executive Assistant supporting C-level executives or in a similar administrative role

Prior experience working with UK and US-based clients is highly preferred

Expertise in calendar management , including scheduling across time zones (Google Calendar, Calendly)

Strong email management skills , including inbox organization, drafting responses, and follow-ups

Client coordination experience , ensuring timely communication, meeting preparation, and task follow-through

File and document management , including cloud-based organization and secure file sharing

Familiarity with UK and US tax filing processes is a strong advantage

Proficiency with current technologies and tools, such as GSuite, Zoom, Slack, Asana, Notion , and other cloud-based platforms

Advanced skills in office software and communication tools

Excellent verbal and written communication skills in English

Discretion and the ability to handle confidential and sensitive information

Excellent phone, email, and instant messaging etiquette

Highly organized and detail-oriented , with the ability to efficiently prioritize multiple tasks

Adaptable and proactive , with strong problem-solving skills

Professional demeanor and strong interpersonal skills

Ability to work independently and collaborate effectively in a team-oriented environment

Self-motivated and disciplined , capable of meeting daily and monthly targets with minimal supervision