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Virtual Assistant
Overview
About Us
We are on a mission to help businesses unlock their full potential through automation and optimization. As a rapidly growing company in the digital transformation space, we pride ourselves on creating efficient, scalable processes that drive success. Our Automate to Accelerate program is revolutionizing how
businesses operate, and we’re seeking a highly organized individual who can provide both high-level executive support and detailed administrative management.
ROLE MISSION:
We’re looking for a detail-oriented Executive & Administrative Assistant who excels at creating order from chaos, implementing efficient systems, and providing sophisticated executive support. This role requires someone who can seamlessly transition between high-level executive assistance and detailed administrative management.
Who We’re Looking For
The ideal candidate is:
- Exceptionally organized with a natural ability to create and maintain systems.
- Skilled at anticipating needs and proactively solving problems.
- Expert at calendar and email management.
- Diplomatic and professional in all communications.
- Admin Assistant Job Description
- Detail-oriented with excellent follow-through capabilities.
- Methodical in approach to tasks and project management.
- Energetic and enthusiastic about creating structure and order.
- Growth-minded, eager to develop new organizational systems.
- Comfortable with new technologies and embraces learning and implementing AI tools and other automation systems.
- Health-conscious, with a focus on mental, physical, and spiritual wellness.
- Excellent at building transparent, honest relationships.
- Meticulous in tracking and managing multiple priorities.
- Discrete and trustworthy with confidential information.
Required Technical Skills:
- Expert-level organizational and documentation abilities.
- Proficiency in CRM systems with a focus on data organization.
- Advanced knowledge of Google Suite (especially email, calendar, and spreadsheets).
- Experience with Canva and digital content management.
- Strong technical aptitude for learning and documenting new systems, including AI tools.
- Proficiency in travel booking and expense management systems.
Core Responsibilities
Executive Support:
- Manage complex calendar and email inbox.
- Handle sensitive communications and correspondence.
- Coordinate travel arrangements and itineraries.
- Prepare meeting materials and briefing documents.
- Track and follow up on executive action items.
- Act as a gatekeeper and primary point of contact.
- Manage expense reports and reimbursements.
- Coordinate with key stakeholders and team members
- Handle personal and professional scheduling.
- Prepare and edit presentations and documents.
Administrative Management:
- Create and maintain detailed documentation of processes and procedures.
- Develop and implement organizational systems for maximum efficiency.
- Create and maintain detailed tracking systems for projects and tasks.
- Organize and optimize digital file management systems.
- Ensure accurate and detailed record-keeping across all platforms.
- Support team members with structured administrative processes.
- Develop and maintain Standard Operating Procedures (SOPs).
- Coordinate team meetings and events.
- Manage vendor relationships and contracts.
Project Coordination:
- Track project milestones and deadlines.
- Coordinate cross-functional team activities.
- Maintain project documentation and status reports.
- Facilitate communication between team members.
- Monitor and report on project progress.
What Sets You Apart
- Previous executive assistant experience.
- Track record of creating and implementing organizational systems.
- Experience in process documentation and improvement.
- Strong project management and planning skills.
- Comfort using and learning AI tools and automation systems (WE WILL TEACH YOU!!)
- Ability to maintain composure under pressure.
- Excellence in prioritizing competing demands.
- Professional experience with workflow optimization
Our Culture & Benefits
- An environment that values structure and organization.
- Focus on systems and process improvement.
- Holistic wellness approach (mental, physical, spiritual).
- Mentorship opportunities.
- Career growth potential.
- Remote work environment.
- Regular business hours with structured flexibility.
- A culture of documentation and clear communication
REQUIRMENTS:
Minimum 3 years of combined executive and administrative assistant experience.
Proven experience in administrative organization and systems management.
Demonstrated ability to create and maintain detailed processes.
Excellence in time management and priority setting.
Robust documentation and written communication skills.
Comfort with new systems, including AI tools and other automation technologies.
Ability to work remotely with a strong internet connection (25+ Mbps).
Bachelor’s degree preferred.
About
WHY JOIN US
At REI Optimize, you'll be empowered to create and maintain the organizational
systems that drive our success while providing crucial executive support. We
believe in the power of well-documented processes and structured approaches to
growth. If you find satisfaction in creating order, implementing
efficient systems, embracing new technologies like AI tools, and providing high level support, you'll thrive in our environment.
With your Application Please include:
1. Your detailed resume highlighting both executive support and organizational achievements.
2. A cover letter explaining your approach to balancing executive and administrative duties.
3. Examples of processes or systems you’ve implemented in previous roles.
4. Your favorite organizational tools and why you love them.
Note: We value attention to detail—applications with typos or formatting issues
will not be considered.