Executive Assistant to the President

Budget 7$ per month

Posted: 5 years ago

Opened

Description: Seeking a shared Executive Assistant to manage president’s calendar and monitor and respond to email and phone calls. Although available up to 12-16 hours per day, this would equate to about 3-4 hours of paid work per day because your time can be shared with several other clients.

I run an organization that focuses on building the technology economy of Houston, America’s fourth largest city. My executive assistant recently resigned to take a position in her home state of Ohio, and I think I want to take a different approach than simply hiring someone else here in Houston. While she performed a crucial duty keeping my calendar organized and meeting schedule same, and protecting my availability, I never really needed her to spend all day on those tasks: I just needed her to be available when I needed her, and to be reliable in communications.

So instead, I decided to hire a different person for some of her previous roles, and I want to find a virtual assistant overseas for the very important secretarial and gatekeeper function she filled.

What I’m looking for is a smart, warm, cheerful, strong, professional person who will embody my attitude about serving our clients, and who will be responsive and reliable all the time, even though I do not need very many hours each day: it would be most efficient if you are also serving a few other executives at the same time: as long as you are very focused on watching my email and ensuring everything gets followed up on. My guess (and we would of course try this and see if it’s realistic) would be billing about three hours a day.

Specifically, I need someone to watch my email to ensure we respond to anyone who writes to me; that could mean acknowledgment, deflection, delegation, referral, or an actual call or meeting with me. I just don’t have time to meet with 80% of the people who try to meet, and that’s why skill at the other solutions is important. You have to project to others that you are my partner in organizing my calendar: everyone respects a strong but cheerful EA, but many people will push around a weak, confused, or slow-to-respond EA...or a poor communicator.

Duties: Sometimes I will tell someone to email me to set up a meeting; in these cases I will usually reply like “great to hear from you; I’m ccing my colleague Anna who can find a good time for a call” and then you’d know it’s OK to schedule it.

Another thing that often happens is that I get overwhelmed with my email and forget to reply to someone; in those cases you’d email me saying, for example, “Harvin, just a reminder that you haven’t gotten back to Roger yet; would you like me to tell him you need a few more days, or perhaps to ask Serafina (my chief of Staff) to get in touch with him instead?”

In setting meetings, the key factor is understanding the geography of my city in choosing a place to meet, or how much time I’ll need to get from one meeting to the next. You’d use Google Maps to understand that, and you’d get used to my preferred meeting spots and Houston’s traffic over time.

Sometimes you’ll need to take calls, and we can set up a phone line you can use for that. We can discuss your hours of availability; I’d need to talk with you to ensure your English is good—and also I’ll need to get comfortable with your writing ability and the tone and professionalism of your emails.

As you can tell, the most important function I need right now is to manage my email, phone call, and meeting schedule so that I can be most effective. When I feel those things are handled extremely well, I’m happy and effective.

More about me and HX: http://linkedin.com/in/harvinmoore

If this sounds workable to you, please contact me. I’ll want to communicate a bit to get comfortable with your communication style, and if that goes well, we can try it out for a week and see how it goes.
Skills:
Email,Executive Assistant,Scheduling
Working conditions:
7

Category: Administration

Source: guru.com

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