About the role
Job Summary:
We're keen to welcome a detail-oriented Virtual Executive/Administrative Assistant to support our fast-paced team coordinating high-level client relationships and corporate services. This role involves managing calendar coordination, meeting scheduling, and maintaining accurate CRM and client records for a client base that includes senior executives and high-profile stakeholders. The ideal candidate is highly organized, precise, and comfortable managing sensitive information with discretion and professionalism.
Key Responsibilities:
- Coordinate calendars and schedule meetings across multiple stakeholders and time zones
- Maintain and update CRM records (currently Excel-based, transitioning to a dedicated CRM system) with accurate, up-to-date client information
- Review meeting notes/transcripts and update records with key discussion points, requirements, and next steps ahead of upcoming meetings
- Flag missing or incomplete client information to ensure database accuracy and completeness
- Ensure contracts and documents are properly signed, saved, and correctly named on internal servers
- Maintain an updated to-do list/tracker reflecting outstanding follow-ups and action items
- Support administrative and document control tasks, including proper file naming and organized storage
- Assist with LinkedIn outreach and tracking responses (future scope)
- Manage email inbox organization and administration
Mandatory Skills:
- Proven experience in CRM management and data entry (Excel proficiency required; CRM systems a plus)
- Strong calendar management and scheduling experience
- Excellent attention to detail and accuracy, especially when handling client-facing records
- Strong document management and organizational skills (file naming, storage, version control)
- Reliable, detail-oriented, and able to work independently
- Strong written and verbal communication skills
- Comfortable working with sensitive, high-profile client information with discretion
Preferred Skills:
- Experience supporting executive-level or C-suite client relationships
- Experience in event coordination or corporate services environments
- Familiarity with LinkedIn outreach and response tracking
- Prior virtual assistant or remote administrative experience
- Ability to manage multiple projects simultaneously
Why Join Us:
This is a great opportunity to join a growing, globally-focused team where your organizational skills will directly support high-level client relationships. You'll have the chance to build strong document and CRM systems from the ground up while working with a collaborative, international team.
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