VIRTUAL EXECUTIVE ASSISTANT JOB DESCRIPTION
HGC is in search of a Virtual Executive Assistant who is a proactive problem-solver with exceptional organizational skills and a strong attention to detail to work simultaneously with the CEO and Content Manager to ensure timely execution of planned tasks.
Job Details
- Minimum of 20 hours per week to fall on weekdays between 9am and 5pm CST
- Remote Work
- Hourly Rate
- Daily Progress Report Meetings
Qualifications
- Prior experience as an Administrative or Executive Assistant
- Proficiency with MS Office, Dropbox and Google products like Gmail, GCal, and GDrive
- Confidence in managing team communications
- Experience answering phone calls and scheduling appointments
- Ability to work independently and take initiative when needed
Ideal but not required:
- Experience with ActiveCampaign
- Experience with social media
- Experience with Grasshopper phone rollover
- Interest or experience in real estate, property management, and investing
Daily Tasks
Calendar & Email Management
- Assist CEO in coordinating appointments, creating timelines, and managing schedules.
- Screen CEO’s emails, reply when appropriate, and forward to or alert CEO about top priority messages.
Point of Contact
- Answer calls to Harvard Grace, take messages, and forward necessary info to the appropriate team members.
- Occasionally answer calls for HGC properties and manage leads in StorEdge.
Tenant Assistance
- Communicate with property tenants to assist with payment portal and coordinate with maintenance team.
Data entry
- Manage spreadsheets and calendars to accurately reflect when podcast episodes are recorded, when they go live, and when they are posted to website and social media.
- Manage proposed calendars to keep CEO and content manager on track for important deadlines.
Digital Filing
- Own the organization of all HGC Dropbox and Google Drive filing.
- Follow CEO’s designation folder system and clean up existing inconsistencies.
- Maintain folder organization moving forward.
Website Updates
- Keep track of when new podcasts, assets, and copy need to be added to the HGC website.
- Request changes from Adapt Media at least 3 business days ahead of when we need the updates to go live.
Video Management
- Move Loom videos to YouTube and manage folders to delineate which have been posted or not.
- Schedule videos to go public on dates specified by content manager to coincide with social media and content emails.
- Ensure every video is in the correct playlist and has a banner and branding cards with images created by content manager.
Social media
- Schedule posts to Meta and LinkedIn based on the content calendar delivered by the content manager and using the branded images supplied.
- Track performance of posts and report on those in a monthly check-in.
- Alert CEO if any messages or comments need attention from HGC rep.
Administrative Tasks
- Conduct research for various projects.
- Identify and keep up with industry podcasts as directed.
- Other administrative tasks as needed.
Job Types: Full-time, Part-time, Contract
Pay: $20.00 - $25.00 per hour
Expected hours: 30 – 40 per week
Benefits:
- Flexible schedule
- Paid time off
Schedule:
Language:
Location:
- Huntsville, AL (Required)
Work Location: Hybrid remote in Huntsville, AL