Administrative Executive Assistant

Jeff Brown Bail Bonds•Dayton, OH

1d•Remote

About The Position

As a Remote Administrative Executive Assistant, you will provide high-level administrative support to top executives, ensuring their time is used efficiently and effectively. You will manage complex calendars, handle confidential information, coordinate travel, draft correspondence, and assist with various special projects. This role requires a proactive, detail-oriented individual with excellent organizational, communication, and multitasking skills, who thrives in a remote work environment. As a Remote Administrative Executive Assistant, you'll play a vital role in helping our executives stay organized, efficient, and focused on key priorities. If you are an experienced administrative professional who thrives in a remote environment, enjoys multitasking, and values a supportive, flexible work culture, this position offers an exciting opportunity to advance your career while contributing to the success of a growing company.

Requirements

High School Diploma or Equivalent (Required); Bachelor’s Degree (Preferred)
3+ years of experience as an Executive Assistant, Administrative Assistant, or in a similar role, preferably in a remote work environment.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets, Drive), and virtual meeting platforms (Zoom, Teams, Google Meet).
Excellent written and verbal communication skills, with a focus on professionalism and clarity.
Strong organizational and time-management skills, with the ability to manage multiple tasks and priorities.
Ability to handle confidential information with discretion and maintain a high level of professionalism.
Attention to detail and accuracy, particularly when managing schedules, documents, and communications.
Problem-solving skills and a proactive, independent approach to tasks and challenges.
Ability to work in a remote, fast-paced environment, managing tasks and deadlines with minimal supervision.
Tech-savvy, with the ability to learn new software quickly and tools as needed.

Nice To Haves

Experience with project management tools (e.g., Asana, Trello, Monday.com) is a plus.

Responsibilities

Executive Calendar & Schedule Management
Manage and maintain the executive’s calendar, scheduling appointments, meetings, and events, ensuring that no conflicts arise.
Prioritize and arrange meetings based on urgency, preparing agendas and materials in advance.
Coordinate all scheduling logistics, including setting up virtual meetings via Zoom, Teams, or other platforms.
Travel Coordination
Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
Prepare detailed travel itineraries, including meetings, appointments, and logistical information.
Ensure travel is booked in accordance with the executive’s preferences and company policies, tracking expenses as needed.
Communication & Correspondence
Screen and prioritize incoming emails, phone calls, and other communications on behalf of the executive.
Draft, proofread, and send emails, letters, and other forms of communication.
Serve as a liaison between the executive and internal/external stakeholders, ensuring timely and professional communication.
Document & File Management
Organize and maintain digital files, documents, and presentations for easy access and efficient retrieval.
Create, edit, and prepare presentations, reports, and other key documents for meetings and business purposes.
Handle confidential and sensitive information with discretion and professionalism.
Project & Task Management
Assist with the coordination and execution of key projects, ensuring milestones are met and deadlines are adhered to.
Track progress on various projects, ensuring all tasks are completed on time, and provide updates to the executive.
Help the executive prioritize tasks, both professional and personal, ensuring all areas are covered.
Meeting & Event Coordination
Schedule and organize virtual and in-person meetings, conferences, and events, including setting up agendas and preparing materials.
Take detailed meeting minutes and track action items, following up with appropriate stakeholders to ensure completion.
Coordinate logistics for company events or executive appearances, ensuring smooth operations.
Expense & Budget Management
Manage and track the executive’s expenses, processing receipts, invoices, and reimbursements.
Assist with budget tracking for personal and professional expenditures, ensuring timely reporting and adherence to financial limits.
Prepare reports on expenses and submit them for approval as required.
Research & Administrative Support
Conduct research on behalf of the executive, gathering data, summarizing findings, and presenting relevant information.
Assist with preparing reports, proposals, and other documentation as needed.
Provide general administrative support to the executive, including preparing routine correspondence and handling ad-hoc requests.
Confidentiality & Discretion
Maintain strict confidentiality regarding all business, personal, and financial matters.
Handle sensitive documents, correspondence, and matters with professionalism and discretion.
General Office Support
Provide general administrative support, including managing office systems, assisting with technology, and troubleshooting issues.
Assist with organizing internal communication and coordinating workflows across departments.