Executive Assistant and Project Coordinator

About the Role: Executive Assistant and Project Coordinator

Talentify.io is seeking an Executive Assistant and Project Coordinator with a focus on supporting high-level executives within a dynamic financial services environment. This remote position offers the flexibility of working up to 40 hours per week, with an anticipated duration of approximately 3 months and potential for extension. You will play a crucial role in managing executive operations, ensuring seamless coordination, and contributing to a positive, collaborative work environment.

As an Executive Assistant and Project Coordinator, you will be instrumental in optimizing executive productivity and supporting key departmental functions. This role is ideal for a highly organized, detail-oriented professional with a strong command of Microsoft Office applications and a proactive approach to anticipating needs.

Why Consider This Job Opportunity

• Enjoy the flexibility of remote work for up to 40 hours per week.
• Provide essential support to high-level executives within a fast-paced legal and financial services setting.
• Engage in diverse responsibilities, from comprehensive calendar management to budget oversight.
• Opportunity to contribute to a collaborative and positive team environment.
• Initial engagement for approximately 3 months, with potential for extension based on performance and needs.

What To Expect (Job Responsibilities)

• Manage executives' complex schedules and calendars, coordinating meetings and teleconferences across various time zones efficiently.
• Make comprehensive travel arrangements, including transportation, lodging, and meals for traveling executives, ensuring all logistics are handled meticulously.
• Draft, create, and edit various documents, presentations, and reports using advanced Microsoft Office skills to maintain professional standards.
• Maintain department files and records, ensuring impeccable organization, accessibility, and adherence to confidentiality protocols.
• Support annual budget cycles by gathering necessary data, producing accurate budget reports, and assisting with financial tracking.

What Is Required (Qualifications)

• Proven experience in a large, high-volume corporate environment or a demanding law firm setting.
• Exceptional attention to detail with the demonstrated ability to manage shifting deadlines and multiple priorities effectively.
• Excellent verbal and written communication skills, enabling clear and professional interaction with all levels of staff and external stakeholders.
• Strong capability to work independently, take initiative, and anticipate executive needs without constant supervision.
• Highly proficient in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Adobe PDF for document creation and management.

How To Stand Out (Preferred Qualifications)

• Experience in legal operations or administration specifically within a financial services context.
• Demonstrated ability to actively promote a collaborative work environment and foster positive professional relationships.

Key skills/competency

• Executive Support
• Project Coordination
• Calendar Management
• Travel Planning
• Document Preparation
• Microsoft Office Suite
• Budget Reporting
• Organizational Skills
• Communication Skills
• Attention to Detail