Executive Assistant (Part-Time & Full-Time) REMOTE

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The Executive Assistant is primarily responsible for performing a variety of support functions including administrative activities, supply ordering, scheduling appointments, and travel, answering incoming calls, mail distribution, overseeing the postage and shipping accounts, leading oversight for our travel systems, and providing meeting/training support. You will also be working with others who are passionate about energy efficiency and making a positive impact on the industry.

Responsibilities

  • Provide administrative support to Executives as needed, provide general office support with a variety of clerical activities and related tasks
  • Assist with travel arrangements for certain employees and take lead on the administration of the corporate travel service. Also, provide input to the organizational travel policy.
  • Coordinate coffee & beverage service and kitchen duties
  • Oversee building maintenance schedule
  • Greet visitors to the office
  • Coordinate scheduling of the meeting spaces
  • Order office supplies and food for Executive and office meetings, as well as training events.
  • Supervise and approve office supply orders for all locations. Choose standard office supplies and negotiate pricing with suppliers to drive towards annual cost savings goals.
  • Answer and refer incoming calls to the appropriate person or department
  • Stamp, sort, and distribute incoming mail
  • Oversee the shredding service, postage machine, and shipping agreements/contracts for all offices
  • Train personnel at each location on shipping process & procedures
  • For new offices, assist with initial startup order of supplies, office, and kitchen equipment selection, and utility service
  • Assist in planning of company meetings and events
  • Perform analytic and query work, as well as compile reports based on data.
  • Other duties as required

Requirements

  • High school diploma or equivalent (GED)
  • Associates Degree - Preferred
  • Two years of relevant experience
  • Excellent verbal and written communication skills
  • High competency level with MS Office: PowerPoint, Word, Excel, and Outlook
  • Must be able to communicate and interact with individuals at all levels of the organization
  • Professional demeanor
  • Strong organizational skills
  • Ability to work independently, exercise judgment, and maintain confidentiality
  • Must be able to juggle multiple competing tasks and demands
  • Reliable transportation
  • Valid driver’s license
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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

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When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

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With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

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6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

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Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

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The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

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This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...