Executive Virtual AssistantVAUSA

Support the Cofounder/CEO as an Executive Assistant through managing incoming emails, calendar management, travel planning and coordination, and project management. This position will also support another executive and the Leadership team.

Meeting Support: Run Ninety during Leadership team meetings, take notes, schedule additional meetings (as required), document new To-Dos, update Ninety metrics, take on to-dos and small projects that are identified during leadership team meetings. Weekly meetings with leadership are held to update the status of projects. Participate in various meetings, including BCW all-hands, note taking at quarterly BCW Board meetings, and ad hoc meetings on various topics. Create presentations and deliverables for quarterly and annual meetings. The assistant will need to be comfortable working with the leadership team as well as the Board members and be able to hold themselves to a very high standard while in communication with board members and when presenting information. Work with Executive to create weekly prayer meeting agendas.

Email Management: Manage an executive's inbox; Answer routine emails based on their direction regarding topics and projects. Use tracking systems to keep responses prioritized and timely. Calendar appointment requests. Discuss priority emails in regular meetings and respond to emails as directed.

Calendar Management: Manage appointments and block time for completing action items from meetings and requests. Connect with the cofounder 2-3 times per week and the CEO 2-3 times per week to debrief, discuss changes, and adjust their calendars, as needed. Keep on top of reminders and appointments, anticipate scheduling problems and issues, block off time for key priorities, and troubleshoot on their behalf. Schedule some personal appointments, schedule additional Leadership meetings as needed 

Internal PowerPoints: Create PowerPoints for regular internal BCW meetings such as monthly All-Hands, monthly Consultant meeting, and in coordination with EA for quarterly Board meetings.

New Staff Onboarding Setup: Work with the CEO and supervisor of new staff to create onboarding documents/tasks, including assigning onboarding tasks in Gusto and onboarding new staff on the use of our standard BCW applications.

Administering our Key Apps: Maintain and update our usage of key applications that all staff use such as Ninety, Gusto, SharePoint, HubSpot, and Teams – making sure our data continues to be updated/filed correctly in those apps, and helping our staff continue to learn how to use these applications effectively. Update key metrics/manage data within Ninety.

Project Management: Support and track projects and to-dos that relate to leadership team decisions/Rocks. Based on key actions assigned to the co-founder and the CEO, support them to execute with effectiveness. Examples include communication pieces, presentations, Board meeting prep, and special requests. Research on topics to help them prepare for meetings or make positive improvements for BCW. For example, research on better tools for BCW administrative management.

Travel Management: Book travel and create/communicate clear itineraries for the executives including airfare, vehicle, hotel, etc.

Communication Support: create and send weekly staff update email at and of each week.

Experience as an executive assistant at a C-Suite level, experience with project management. Experience analyzing data and comfortable speaking about data. 

Friendly, warm and comfortable working with people at all levels of an organization. Exellent listening skills. 

Assertive in anticipating the needs of an executive’s schedule and keeping them on track.

Extensive experience with office technology, including Microsoft 365 suite, Zoom.

Expert level skills in calendaring for multiple people.

Experience with travel coordination/itineraries

Travel Required? Yes Days per year: 4-5 per year (all staff retreat)

8:00-5:00 CST with availability to be available towards the end of the day PST. Must be available Tuesdays 10:30-12:15 CST weekly, Friday 10-12 CST once monthly, Thursday 10-12 CST once monthly, standing meetings in the morning a couple times per week.