Executive Assistant to the VP of Virtual Assistant Services

October 28, 2024

Industry: Private

Employment Type:- Full Time

Work Hours:- 8 Hours

Locations:- USA

Full Job Description:-

BELAY is a growing and vibrant, Atlanta, GA based company that offers virtual staffing solutions in the areas of Virtual Assistants, Accounting Professionals, and Marketing Assistants. We are a fast-paced team of high performers that work extremely hard, but also know how to have a great time. Culture is a top priority and our values are lived out daily.

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Job purpose

The focus of this role is to provide executive-level, proactive support to enable the VP of VA Services to focus on what only he can do for the business.

As a member of the BELAY Corporate Team, you are expected to participate in phone calls and meetings (virtual and onsite), while serving as an example of the company’s mission: BELAY exists to glorify God by providing solutions that equip our clients with the confidence to climb higher.

Duties and responsibilities

Represent BELAY in a positive and professional manner

Exemplify our Core Values, Mission Statement, Vision and Conflict Norms to live out BELAY’s culture each day.
Be a good steward of our Vision: “Our vision is to help you achieve your vision”.
Collaborate with and help teammates while maintaining a positive and professional attitude; fostering teamwork.
Serve as the eyes and ears for the VP and escalate issues as appropriate.

Executive Support

Be an extension of the VP, serving as a liaison to our team, clients, contractors, and partners.
Anticipate the needs of the VP and conserve his time by proactively assisting with task management, review and drafting of correspondence, research, professional & personal development opportunities, meeting preparations, presentations, etc.
Participate in projects, initiatives and meetings related to growth to ensure seamless integrations.
Own the planning and execution of internal team meetings and/or events.
Manage complex calendaring and appointment setting including vetting and prioritizing with the understanding that time working on the business is crucial while keeping ideal calendar and preferences at play and providing recommendations for both professional and personal priorities.
Ensure all details are accounted for in advance such as appropriate time zones, addresses, contact information, notes and agendas, and ensure all meetings are confirmed.
Plan for appropriate preparation time prior to and between meetings and events.
Executive travel coordination including air and ground transportation, hotel and meal reservations, inclusive of reminders, call ahead confirmations and leveraging VP preferred travel reward programs.
Make and communicate decisions, manage email inbox and draft internal and external communications on behalf of the VP, while maintaining privacy and confidentiality.
Oversee primary dashboards and reports to ensure accuracy and assist with updating when necessary.
Handle team and client gifting and handwritten note cards on behalf of the VP.
File weekly expense reports and track reimbursement status.
Perform any ad-hoc professional or personal tasks or projects delegated by the VP.

Qualifications

The ideal candidate for this role must be a servant leader and extension of the VP of VA Services. In serving as an extension of the VP, the EA needs to have excellent written and verbal communication skills. He/she must be poised, professional, detail-oriented, proactive and confident in their decision-making and problem-solving skills. Candidates need to not only be comfortable with technology, but also fully embrace it as the platform on which we run our company.

BA/BS degree or equivalent work experience.
Minimum of 3 years of senior leader support experience, C-suite preferred.
Exceptional attention to detail.
Must be driven self-starter, a positive thinker, loyal and trustworthy.
Attributes of flexibility, creativity, self-discipline, strong organizational skills, and action-orientation are essential for this role.
Strong verbal and written communication skills and ability to interact with internal and external partners.
Team player who is willing and able to “roll-up the shirt sleeves” to get a project done when needed.
A high degree of autonomy with the capability of working remotely.

Working conditions

BELAY Corporate, as a virtual company, offers you the ability to work from home full-time. As such, a dedicated and secure work space, free of distractions is required. Our standard business hours are Monday-Friday. Some roles will require travel.

This role is a full-time, non-exempt, W-2 role with our company. BELAY is a top-notch, vibrant company with an award-winning culture. Expect to have some fun while being highly engaged in your work. Expect to be a valued team player in a thriving, growing organization.