This is a remote position.
We have an exciting opportunity for an Executive Assistant at SYMVOS.
Job Summary:
We are seeking a highly organized and proactive Executive Virtual Assistant to support business operations, executive coordination, proposal management, and process documentation initiatives. This role will work closely with leadership to streamline workflows, maintain operational systems, manage communications, and support organizational development efforts during the company’s growth and rebranding phase.
The ideal candidate is detail-oriented, tech-savvy, and capable of handling a variety of administrative, coordination, and documentation responsibilities in a fast-paced consulting environment.
Responsibilities and Job Requirements:
Executive Calendar & Schedule Coordination
- Manage executive calendars, meeting schedules, and appointment coordination
- Coordinate internal and external meetings across multiple stakeholders
- Ensure scheduling conflicts are proactively identified and resolved
- Maintain professionalism and responsiveness in all scheduling communications
Email & Communication Management
- Organize and manage executive inboxes
- Monitor, sort, and prioritize incoming communications
- Draft or assist with professional email responses as needed
- Ensure timely communication follow-ups and coordination
Proposal & Documentation Support
- Prepare, format, and organize proposals and business documents
- Track proposal submissions and maintain organized records
- Support SOP creation, workflow documentation, and process mapping
- Assist with presentation formatting and documentation updates
Workflow & Process Management
- Assist in documenting operational workflows and internal processes
- Help improve organization and structure of business operations
- Support administrative process standardization initiatives
- Maintain accurate and updated process documentation
CRM & Database Administration
- Maintain and update CRM pipeline records
- Organize and manage client contact databases
- Ensure client and project information remains accurate and updated
- Support tracking and coordination of ongoing opportunities
SharePoint & File Management
- Organize and maintain digital files within SharePoint and Microsoft 365
- Ensure proper document version control and accessibility
- Support structured file organization across projects and operations
Project & Administrative Coordination
- Provide administrative support for ongoing projects and operational initiatives
- Coordinate with external vendors and partners when needed
- Support research tasks and presentation preparation
Financial & Invoicing Support (Preferred)
- Assist with QuickBooks invoicing creation and tracking as needed
- Support administrative tracking of invoices and related records
Tools to Use:
- Microsoft 365 (Microsoft Teams, MS Planner, Microsoft Calendar/Booking tools, Microsoft Office Suite (Word, Excel, PowerPoint)
- Canva
- SharePoint
- HubSpot or other CRM systems
- QuickBooks (preferred but not required)
- Familiarity with AI tools such as ChatGPT or Microsoft Copilot is a plus
Requirements:
- 3-5 years of experience with executive or virtual administrative support for US clients
- Bachelor’s Degree relevant to the role
- Positive, proactive, and solution oriented “Can Do” mindset
- Strong Microsoft 365 proficiency
- Experience managing calendars, emails, and scheduling
- Experience with document formatting and presentation support
- Experience organizing digital files and documentation
- Strong communication and coordination skills
- Experience with CRM updates and database management
- Proficiency in PowerPoint, Word, and Excel
Other Details:
Flexible schedule (5–10 hours/week with EST overlap preferred)
Contract – Part-Time Engagement
Fully Remote
— Sarah J.
·
Marketing Manager
★★★★★
Verified
