Executive Assistant - Modena
8 ore fa
Descrizione del lavoro
Job Title:
Virtual Executive Assistant (Full Time)
About the Company:
Our client is a well-established performing arts theater known for hosting a variety of national and international shows. They collaborate with artists globally and handle a high volume of daily communications with patrons, partners, and production teams.
Job Description:
This role demands strong executive-level assistance experience, excellent judgment, and proactive management of communications and administrative workflows.
Responsibilities:
- Monitor and manage all incoming communications (email, calls, text messages).
- Serve as the primary gatekeeper for communications and delegate appropriately.
- Respond professionally on behalf of the Founder.
- Organize and maintain task systems based on incoming communications.
- Anticipate scheduling needs and manage the calendar effectively.
- Prepare detailed meeting descriptions, including context, background, links, and action points.
- Ensure meetings are properly set up with recording and note systems.
- Review meeting notes and create actionable follow-up tasks.
- Proactively follow up on pending items and ensure completion.
- Supervise and guide the Junior Virtual Assistant.
- Conduct daily handoff/overlap meetings with the Junior Assistant.
- Update website calendar and basic website content via Squarespace.
- Provide real-time patron support (parking info, show details, ticket issues).
- Coordinate internally when ticketing or patron issues arise.
Required Experience and Qualifications:
- Proven experience as an Executive Assistant supporting a Founder or C-level executive.
- Strong experience managing high-volume email and communication flows.
- Excellent written and spoken English.
- Experience handling scheduling with attention to executive workload balance.
- Ability to anticipate needs and work independently.
- Strong organizational and delegation skills.
- Experience working remotely in a structured and accountable manner.
- High level of consistency, stability, and reliability.
Preferred Skills:
- Experience in arts, entertainment, or creative industries.
- Bilingual English/Spanish.
- Experience with Google Workspace.
- Experience with Squarespace.
- Familiarity with Canva and QuickBooks.
- Experience managing CRM or ticketing-related workflows.
Personality:
- Highly proactive and anticipatory.
- Extremely organized and detail-oriented.
- Self-accountable and consistent.
- Calm under pressure during high-traffic show times.
- Strong communicator.
- Interested in the performing arts.
- Professional, stable, and dependable.
Software & Tools:
- Google Workspace
- Google Voice
- Squarespace
- Canva
- QuickBooks
- Task management tools within Google
- Ticketing system (as needed)
Schedule:
Full time, Monday to Friday 8:00 AM – 4:00 PM (Pacific Time)
Salary and Benefits:
- Payment in USD or Local Currency according to the candidate's preference.
- Long-term opportunity.
- Full-time remote position.
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