Personal Assistant

We are seeking a highly organized, confident, and proactive Virtual Personal Assistant to support the CEO of a dynamic software development and web design agency. The ideal candidate will have exceptional communication skills, be detail-oriented, and be capable of managing a variety of tasks ranging from calendar management to email organization. This role requires a high degree of professionalism, discretion, and the ability to work independently.

Main Responsibilities:

• Calendar Management:
  • Schedule meetings with potential clients, partners, and other key stakeholders.
  • Confirm availability with attendees and follow up with those who have not scheduled a meeting.
  • Ensure all meetings are properly scheduled, with all relevant details and materials prepared in advance.
• Email Management:
  • Monitor and manage both personal and work inboxes.
  • Organize emails based on priority, category, and action required.
  • Ensure important emails are flagged and responded to in a timely manner.
  • Regularly declutter inboxes and archive unnecessary emails.
• Communication:
  • Reach out to individuals via phone or email to confirm their attendance at scheduled meetings.
  • Follow up with contacts to ensure that all necessary arrangements are in place.
  • Handle basic correspondence on behalf of the CEO, including drafting and responding to emails.
• Administrative Support:
  • Assist with personal tasks such as booking appointments, making reservations, or handling personal correspondence.
  • Manage receipts and expenses, organizing them appropriately and preparing them for bookkeeping on a monthly/quarterly basis.
  • Send reminders (some on a regular basis) to the CEO or other third-party individuals as needed.
  • Provide ad-hoc administrative support as required, such as preparing documents, organizing digital files, and managing tasks lists.

Required Skills:

• Language Proficiency:
  • Proficient in written and verbal English.
  • Proficiency in Russian or Ukrainian (ideally both).
• Excellent Communication Skills:
  • Ability to communicate professionally and effectively with clients and stakeholders in multiple languages.
• Time Management and Organization:
  • Strong ability to prioritize tasks and manage time effectively.
  • Experience in managing multiple calendars and inboxes simultaneously.
• Technical Proficiency:
  • Familiarity with tools such as Google Workspace (Gmail, Calendar, Drive), Microsoft Office Suite, and task management tools like Trello or Asana.
  • Comfortable with video conferencing platforms (e.g., Zoom, Microsoft Teams).
• Discretion and Confidentiality:
  • Ability to handle sensitive information with the highest degree of confidentiality.
• Self-Motivation and Independence:
  • Capable of working independently with minimal supervision.
  • Proactive in identifying and solving problems before they arise.

Good-to-Have Skills:

• Experience in a Remote Work Environment:
  • Familiarity with remote work dynamics and experience in virtual team collaboration.
• Customer Relationship Management (CRM) Experience:
  • Knowledge of CRM tools such as Zoho CRM, HubSpot, or similar systems.
• Multilingual Abilities:
  • Additional language skills beyond English, Russian, and Ukrainian are a plus, particularly if you have clients or stakeholders from diverse backgrounds.
• Tech-Savvy:
  • Ability to quickly learn new software and tools as needed.
  • Basic understanding of software development or web design processes is an advantage, though not required.

Soft Skills:

• Confidence and Assertiveness:
  • Comfortable with initiating conversations and following up with key stakeholders, ensuring tasks are completed.
  • Not afraid to speak up or push for the information and actions needed to achieve goals.
• Strong Interpersonal Skills:
  • Ability to build rapport and maintain positive working relationships with clients, colleagues, and other stakeholders.
• Adaptability and Flexibility:
  • Able to adjust quickly to changing priorities and handle unexpected tasks with ease.
• Problem-Solving Mindset:
  • Creative in finding solutions to challenges and obstacles, ensuring tasks are completed efficiently.
• Attention to Detail:
  • Meticulous in managing details, ensuring that nothing falls through the cracks.

Application Instructions:

To apply, please submit your resume along with a cover letter detailing your experience in managing executive-level tasks and your approach to remote work. Include examples of how you have successfully managed calendars, communications, financial organization, and CRM systems in previous roles. Highlight any experiences where your confidence, interpersonal skills, and multilingual abilities made a significant impact.