Executive Assistant

Job Title
Title: Executive Assistant
Company: LuxoStays

Schedule
1 Shift is Available
11am to 8pm PST - San Francisco, Pacific US Time

Job Description

About Us: We are a dynamic Short Term Rental Management company based in the San Francisco Bay Area, dedicated to optimizing rental properties for maximum profitability and guest satisfaction. We are seeking a highly organized and proactive Remote Executive Assistant to support our owner with a variety of administrative and executive tasks.

Job Description: As a Remote Executive Assistant, you will provide critical support to our owner by handling a range of administrative and executive responsibilities. Your role will involve managing schedules, coordinating communications, and overseeing various operational tasks to ensure smooth day-to-day operations. The ideal candidate will be detail-oriented, efficient, and capable of working independently with minimal supervision.

Responsibilities include:

Administrative Support:
? Manage and organize the owner’s calendar, schedule meetings, and coordinate
appointments.
? Prepare, review, and edit correspondence, reports, and presentations.
? Handle email correspondence, prioritize communications, and ensure timely
responses.
? Organize and maintain digital and physical files, ensuring easy access and
confidentiality.

Executive Assistance:
? Coordinate and manage executive meetings, including preparation of agendas and materials.
? Conduct research and provide summaries on various business-related topics as needed.
? Assist with travel arrangements, including booking flights, accommodations, and transportation.
? Handle special projects and ad-hoc tasks as assigned by the owner.

Operational Support:
? Assist with internal and external communications, including liaising with vendors and partners.
? Track and follow up on action items from meetings and ensure deadlines are met.
? Help streamline and improve administrative processes and workflows.

Customer and Client Interaction:
? Provide professional and responsive communication with clients and partners.
? Assist with client inquiries and ensure a high level of customer service.


Email and Communication Filtering: Regularly check and prioritize incoming communications to ensure the CEO addresses only the most critical items.
Meeting Coordination: Schedule and organize meetings, ensuring they are necessary and productive.
Calendar Management: Maintain a clear and organized calendar, balancing work and personal commitments.
Travel Planning: Arrange all aspects of travel, including itineraries, accommodations, and transportation.
Event Planning: Organize and oversee corporate events, ensuring they align with business goals and the CEO's availability.
Financial Monitoring: Keep an eye on expenses and budgets related to the CEO's activities and office.
Project Tracking: Stay informed about key business projects and deadlines to advise and update the CEO as needed.
Time Management: Continuously look for ways to make the CEO's schedule more efficient.
Networking Coordination: Manage contacts and networking opportunities, aligning them with business priorities.
Personal Appointments: Handle personal appointments to ensure a balanced lifestyle for the CEO.
Confidentiality Management: Safeguard sensitive information, ensuring privacy and security.
Task Prioritization: Regularly assess tasks and priorities to align with the CEO's strategic goals.
Team Communication: Act as a liaison between the CEO and other staff members or departments.
Feedback and Reporting: Gather and relay relevant feedback or reports to the CEO for informed decision-making.
Problem-Solving: Anticipate and address potential issues before they reach the CEO, ensuring smooth operations.


Qualifications:
? Proven experience as an executive assistant, administrative assistant, or similar role.
? Strong proficiency with office software, including Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Drive).
? Excellent organizational and multitasking skills with a keen eye for detail.
? Strong written and verbal communication skills.
? Ability to maintain confidentiality and handle sensitive information with discretion.
? Self-motivated, reliable, and able to work independently with minimal supervision.
? Experience in a fast-paced or executive-level environment is a plus.

-Required Skills & Other Requirements
Administrative skills
Typing Speed: 60 WPM
Fast Internet
Fast Computer
Resourcefulness and Detail Oriented
Knowledgeable and ability in using AI Language Model such as ChatGPT
Must be willing to work under a Time Tracker - Time Doctor

How to apply:
Send the following to apply@kairosva.io
*Resume
*Audio: Please record yourself on your phone and let us know who you are and why we should hire you. Put the recording in a Dropbox link or something similar and send it to our email.
Subject line on the email: “[Job position] - (Last name, first name)

When applying for this job position, please let me know who the Prime Minister of London is at the END of the email.

Wage: $6/hr
Wages grow in tandem with skill acquisition and proficiency, allowing individuals to assume greater responsibilities as their expertise develops.

Healthcare options (after 1 year)
13th-month pay (after 1 year)