Position: Virtual Assistant / Team Coordinator
Location: Remote (preference for European timezone compatibility)
Expected Work Load: -20 hours monthly
Hours: To be arranged in consultation with CEO
Position Purpose:
This position supports the CEO and remote team with administrative and research activities to ensure the efficient scheduling and coordination of tasks essential to the running of a not-for-profit technology and education company. Tasks will include but are not limited to: travel arrangements; up-to-date calendar maintenance; conference call scheduling; expense collation; billing and invoice preparation; maintaining Contact Management database; and some research activities for new systems, best practices, and meeting preparations.
Key Responsibilities:
DIARY AND CONTACT MANAGEMENT
Ongoing Tasks
o Maintaining CEO schedule and online calendar, including creating Outlook calendar invites with essential information and attachments.
o Scheduling meetings with external and internal stakeholders and personal appointments.
o Proactively flagging potential clashes ahead of time.
o Update and maintain Contact Management System.
TRAVEL ARRANGEMENTS
Ongoing Tasks
o Research and Booking
o Research and present travel itineraries on an ongoing basis and assisting with changes to travel schedules where needed.
o Booking travel when approved.
o Adding travel materials and invites to calendar.
o Registering flights to Columbus Lounge Access program ahead of time.
o Mileage
o Ensuring mileage points are collected after travel.
o Researching and presenting CEO with Mileage Credit Card/Loyalty Options and starting paperwork if approved.
o Assisting with travel / insurance claims.
o Expense Collating
o Collating receipts for client expense reports.
o Production of expense reports.
o Updating internal system with receipt details.
FINANCES
Ongoing Tasks
o Updating Wave/Xero/Quickbooks system with receipts, banking information.
o Conduct end of month billing.
o Collate billing reports / expense reports for clients.
One-Off Tasks/Projects
o Research new Banking Options
o Present new Banking Options.
o Start paperwork and arrange meetings where appropriate.
o Support implementation of Quickbooks (pending the above Bank switch).
RESEARCH AND WRITING
Ongoing Tasks
o Other research on systems and best practices as outlined above.
o Additional, ad hoc research tasks ahead of speaking engagements and preparation of meeting briefings including bullets of key information and links for further reading.
o Light copy-editing, proofing of materials including emails, speaking notes, blogs.
o Scheduling social media posts on Hootsuite.
One-Off Tasks/Projects
o Drafting of process documentation for the responsibilities and tasks covered in this Job Description.
o Specific research tasks such as: office space locations; accommodation; insurance; pension schemes. Criteria including locations and budget to be provided by CEO.
Essential Experience and Skills:
o Demonstrated ability and skills in scheduling across timezones, coordinating travel arrangements, expense reporting, billing, invoice preparation.
o Ability to work efficiently and accurately in the preparation of reports and research briefs.
o Proficiency with Microsoft Office Suite, including Microsoft Outlook, as well as GSuite, and Adobe Acrobat.
o Previous experience and comfort working across timezones, currencies, and cultures.
o Passion for taking initiative and identifying potential improvements for workflow.
o Ability to prioritize.
o Not afraid to ask for additional direction when needed.
o Able to maintain a flexible schedule.
Desired Experience and Skills:
o Experience with Quickbooks, Wave, Xero, or similar systems.
o Comfort with social media scheduling on Hootsuite/similar system.
o Takes pride in meticulous, detailed-orientated work.
o Calm under pressure.
About the recuiterMember since May 20, 2018 Mikael Sevigny
from Vologda, Russia