Executive Assistant

Employer based in · Remote

Hiring talent from: all countries

• Executive Assistant (VA1)• Email & Outreach• Manage and organize email correspondence, including filtering, categorizing, cleaning up emails, and prioritizing follow-ups • Send prepared and curated outreach emails to partners, sponsors, funders, vendors, media contacts, venues, and prospective clients • Send prepared sponsorship packages, proposals, press releases, presentations, and other materials to targeted contacts • Respond to outreach communications and assist with determining appropriate next steps based on the response received • Conduct consistent follow-up on previously sent emails, proposals, sponsorship requests, partnership inquiries, and other outreach, following the established follow-up process • Track outreach, responses, next steps, deadlines, and follow-up dates, including unanswered communications and what happened • Research & Contact Management• Research organizations, companies, contacts, decision-makers, partnership opportunities, vendors, venues, media outlets, community organizations, funding opportunities, and other resources as assigned • Build and maintain contact lists, spreadsheets, databases, and CRM records • CRM Management (Hubspot)• Maintain the CRM, including data entry, updating records, cleaning up information, updating notes, tracking interactions, and keeping follow-ups from falling through the cracks • Track the status of contacts and interactions in the CRM, including cold, warm, or hot status, whether an email or follow-up was completed, and what occurred • Maintain follow-up tracking, including the established 3-day follow-up process and recording whether there was a response or what happened after the follow-up • Calendar & Administrative Support• Manage calendar items, scheduling, meeting confirmations, and reminders, including coordinating meetings when an outreach response or follow-up requires one • Organize Google Drive folders, documents, project materials, and shared files • Maintain project and task trackers and provide concise progress updates • Turn meeting action items and strategic plans into organized task lists and follow them through completion • Coordinate administrative tasks across multiple clearly identified projects and clients while maintaining separation and confidentiality • Press Release & Artist Support• Assist with press releases and new information released for different artists when needed • Light Social Media & Content Support• Assist with basic Canva, social media scheduling, and digital content administration when needed • Take videos provided by the client, break the content into multiple posts or reels, and post them across applicable social media platforms • Provide light social media support • Follow-Through & Proactive Execution• Identify overdue items, unanswered communications, approaching deadlines, and other items requiring attention and proactively bring them forward without waiting to be asked • Provide consistent execution and follow-through, document progress, and communicate when tasks are completed sooner than expected or when additional assignments can be taken • Preferred Experience & Qualifications• Strong English communication skills (written and verbal) • Should have admin backend support experience either from a corporate set-up or as a VA **IMPORTANT • Should be well-versed in using GSuite, Microsoft 365 & AI Tools • Should have CRM management experience, preferably with Hubspot • Experience in using Canva or any similar tools would be ideal • Having a Business Consulting, Nonprofit/Community Development, PR industry experience is a huge plus • Preferred Traits & Personality• Organized • Proactive • Self-starter • Resourceful • Detail-oriented • Analytical • Creative • Strong communicator • Adaptable • Team-oriented • Collaborative • Dependable • Professional • Coachable • Discreet • Confident • Solution-oriented • Strategic thinker • Problem solver • Emotionally mature • Technologically comfortable / tech-savvy • Flexible • Collaboration Hours• Monday to Friday • 8:00 AM to 12:00 PM PST (20 hours per week) • Part-time initially and could grow into full-time (30-90 days) • Compensation Range• $4/hour and up • Communication Tools• Work Email • Slack • Target Start Date• ASAP • Final Interview Schedule• To be coordinated by the Fulfillment & Admin Team • Zoom Recording Link• Constance English - Onboarding • Important Notes• Should have CRM management experience, preferably with Hubspot • Experience in using Canva or any similar tools would be ideal • Having a Business Consulting, Nonprofit/Community Development, PR business industry experience is a huge plus • Client has not yet signed the contract. Recruitment will remain paused until the contract is complete • Constance and Deanna are using the same account in slack Schedule notes: To be coordinated by the Fulfillment & Admin Team