Executive Assistant to CEO - VaVa Virtual Assistants

Executive Assistant to CEO

*Full-Time, Hybrid W-2 Employee Role for an External Client

*Must Be Located near Washington D.C. Metro Area

ABOUT THE FIRM

We are looking for an Executive Assistant for an external full-time, hybrid role at a boutique firm that specializes in interior design and construction, creating customized spaces for residential and commercial properties.

By uniting project management, design, and construction in one place, the firm ensures a streamlined process from concept to completion. Every project reflects a dedication to quality, originality, and the client’s distinct vision. Working closely with clients and vendors, the firm’s team delivers customized experiences and results that align with the firm’s fundamental values of sustainability, craftsmanship, and timeless design. Fueled by creativity and precision, the firm is committed to building lasting client relationships and bringing inspired spaces to life.

ABOUT THE ROLE

This Executive Assistant role will be full-time and hybrid (both remote and in-person), working directly with the boutique firm’s Founder and team.

The firm is looking for a talented Executive Assistant who is capable of managing back office support seamlessly and efficiently to ensure team, client, and vendor satisfaction. To succeed in this role, you must be self-motivated, self-disciplined, and demonstrate a level of expertise that qualifies you to be a trusted advisor for the firm’s Founder, team, and clients. This role will work directly with and report to the firm’s Founder.

EXPECTATIONS

Represent the Firm in a Positive & Professional Manner

• Demonstrate an exceptional work ethic and a positive attitude
• Prioritizes empathy, understanding, and authentic connection in all interactions
• Ensure all communication reflects the firm’s values and level of professionalism
• Embrace the firm’s values, standards, and contribute to a thriving company culture
• Demonstrate a commitment to excellence in high-quality work and attention to detail
• Possess strong communication skills and the ability to draft or edit all forms of correspondence
• Be technologically curious, savvy, and forward thinking
• Establish trust and use discretion when handling sensitive and confidential information
• Values diversity and works well within a diverse, multilingual team

RESPONSIBILITIES & ROLE EXPECTATIONS

• Maintain open and polished communication with the Founder, internal team, vendors, and clients
• Understand, anticipate, and take unprompted action on Founder’s needs while also communicating progress and updates
• Effectively and independently manage tasks, projects, and deadlines to always meet expectations
• Manage email by prioritizing and filtering messages, and ensuring timely responses
• Manage complex schedules that require proactive calendar coordination and reminders 
• Manage onboarding of new team members
• Ability to address complex issues and diffuse crisis situations with clear decision making timely and in a professional manner
• Demonstrate flexibility and adaptability by adjusting to changing needs and priorities in a fast-paced environment
• Able to plan and coordinate details for travel, vendors, meetings, conferences, or events
• Prepare powerpoint presentations and materials
• Conduct project and industry research when necessary
• Automate processes, integrate program tools, and maintain the firm’s project management software
• Effectively collaborate with other team members to accomplish tasks and complete projects
• Demonstrate expertise and in depth understanding of company operations and budgets
• Be well-versed in advanced office, scheduling, database, and industry-specific software
• Handle other administrative support tasks as requested

 TECHNICAL QUALIFICATIONS

• Knowledgeable in construction terminology, scheduling practices, and relevant technology systems such as Houzz, Building Connected, and Contractor Foreman
• Experience and comfortability with a range of technology such as Microsoft Office, Microsoft Powerpoint, Google Suite, Zoom, Mailchimp, Quickbooks Online, and other software
• Experience with high-volume inbox and calendar management, comprehensive scheduling, project management, and handling last-minute changes

GENERAL QUALIFICATIONS

• Must reside and be authorized to work in the United States
• Must be located within a 1-hour commute of downtown Washington, D.C.
• Bachelor’s degree in business administration or equivalent is preferred
• At least 5 years of the demonstrated experience in the role as outlined above supporting a C-Suite Executive or CEO
• At least 2 years of experience working within the construction, property management, real estate, and/or interior design space
• At least 2 years of experience working in real estate team management
• At least 2 years of experience working full-time in a virtual and/or hybrid role
• Must be available for full-time work

SALARY & BENEFITS

• Full-time W-2 employee role
• Hybrid work schedule (3 days in-person, 2 remote)
• Salary range set aside for this role will be $60,000-$75,000 annually based on experience
• Other employee benefits include eligibility for commissions and/or bonuses, a 401K, and a monthly health stipend

HOW TO APPLY

Please submit your information, resume, and cover letter here. In your cover letter, please address your specific interest in working with this boutique design-build firm, what you can bring to the firm in this role, how you will be successful in this hybrid role, and include information about previous experience as related to the skills outlined above. Applications will be reviewed as they are submitted. Please allow up to two weeks for applications to be reviewed and responded to.

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