Executive Assistant / Office Manager
ExtensisHR · United States
- Hybrid
- Full-time
- $90,000 / year
- United States
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Job highlights
- Support US-based senior executives with administrative tasks.
- Liaise between executives, clients, and internal teams.
- Draft professional business correspondence and reports.
- Manage schedules, communications, and confidential information.
- Requires 3+ years EA/PA experience and English fluency.
About the role
Executive Assistant Office Manager - ExtensisHR
We are seeking a highly organized and proactive Executive Assistant to support senior executives based in the U.S. This role requires exceptional English proficiency, outstanding client-facing abilities, and strong letter writing skills. The ideal candidate will be adept at managing executive schedules, handling communications with people from various backgrounds, including high-level communication with clients and ensuring seamless coordination across teams and stakeholders.
Key Responsibilities
- Provide administrative support to senior executives, including calendar management, travel arrangements, and expense reporting.
- Serve as a liaison between executives, clients, and internal teams, ensuring clear and professional communication.
- Draft, review, and refine business correspondence, reports, and client communications with precision and professionalism.
- Manage and prioritize incoming requests, emails, and confidential documents.
- Coordinate and schedule meetings, appointments, and conference calls across multiple time zones.
- Prepare presentations, reports, and briefing materials as needed.
- Assist in project management by tracking tasks, deadlines, and deliverables.
- Conduct research and compile information to support executive decision-making.
- Handle sensitive and confidential information with discretion.
- Manage office tasks such as ensuring all spaces are tidy and clear.
- Stocking up kitchen with beverages and supplies.
- Placing work orders for repairs and any maintenance needed.
Qualifications
- Fluent in English (written and spoken) with excellent communication skills.
- At least 3 years proven experience as an Executive Assistant, Personal Assistant, or in a similar role.
- Strong client-facing skills with the ability to engage professionally with stakeholders.
- Exceptional letter writing and business correspondence abilities.
- Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other productivity tools.
- Highly organized, detail-oriented, and able to prioritize tasks effectively.
- Ability to work independently in a remote setting, demonstrating initiative and problem-solving skills.
- Experience working in an international or U.S.-based organization is a plus.
Compensation
$80,000 - $90,000 annually, commensurate with experience.
Key skills/competency
- Executive Assistant
- Office Management
- Calendar Management
- Travel Arrangements
- Expense Reporting
- Client Communication
- Business Correspondence
- Microsoft Office Suite
- Organization
- Time Management
Skills & topics
- Executive Assistant
- Office Manager
- Administrative Support
- Remote Work
- Client Relations
- Calendar Management
- Travel Arrangements
- Expense Reporting
- Business Communication
- English Fluency
How to get hired
- Tailor your resume: Highlight your executive support, office management, and client communication experience, emphasizing proficiency in Microsoft Office Suite.
- Showcase relevant skills: Emphasize your exceptional English proficiency, letter writing abilities, and experience with international or U.S. organizations.
- Highlight remote work capabilities: Detail your experience working independently, managing your time effectively, and demonstrating initiative in a remote setting.
- Prepare for interviews: Be ready to discuss your experience in calendar management, travel arrangements, and handling confidential information with discretion.
Technical preparation
Master Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).,Practice drafting professional emails and letters.,Familiarize with scheduling tools and virtual meeting platforms.,Review best practices for expense reporting and travel booking.
Behavioral questions
Describe handling a difficult client interaction.,How do you prioritize urgent tasks?,Tell me about managing a busy executive schedule.,How do you ensure confidentiality?
Frequently asked questions
- What are the primary responsibilities of the Executive Assistant Office Manager at ExtensisHR?
- The Executive Assistant Office Manager at ExtensisHR will provide comprehensive administrative support to senior executives, manage communications, handle confidential information, coordinate meetings, prepare documents, and oversee general office tidiness and supply management.
- What are the essential qualifications for this role at ExtensisHR?
- Key qualifications include fluent English (written and spoken), at least 3 years of experience as an Executive Assistant or similar role, strong client-facing and letter writing skills, proficiency in Microsoft Office Suite, excellent organization, and the ability to work independently in a remote setting.
- Is this a remote position, and what are the requirements for remote work at ExtensisHR?
- Yes, this is a remote position. ExtensisHR requires candidates to demonstrate initiative, problem-solving skills, and the ability to work independently to succeed in this remote role.
- What is the salary range for the Executive Assistant Office Manager position at ExtensisHR?
- The annual salary for this position ranges from $80,000 to $90,000, depending on experience and qualifications.
- What type of communication skills are most important for this Executive Assistant role at ExtensisHR?
- Exceptional English proficiency in both written and spoken forms is crucial, along with outstanding client-facing abilities and strong letter writing and business correspondence skills.
- Does ExtensisHR prefer candidates with experience in international or U.S.-based organizations for this role?
- Experience working in an international or U.S.-based organization is considered a plus for this Executive Assistant Office Manager position at ExtensisHR.