Executive Assistant

Response Time:

The candidate should ensure responses to communications are prompt, ideally within a 24-hour timeframe.

Time Zone:

All communications and scheduling should align with the Eastern Time Zone (ET).

Communication Preferences:

• Microsoft Teams for chats.
• Email via Microsoft Outlook.
• Mobile calls when necessary.

Calendar Management:

The EA should use Microsoft Outlook for managing executive schedules, including:

• Creating and sending calendar invitations from the executive's email.
• Coordinating meetings using scheduling tools like Calendly, ensuring seamless communication with external parties.
• Implementing a color-coding system in the calendar for different types of activities.

File Sharing:

• Use SharePoint when all recipients have an email address ending in @dashdoor.com.
• Use OneDrive for recipients without a dashdoor.com email.

Task Management:

Manage tasks efficiently using software tools, prioritizing by importance and deadlines to keep the executive organized. Keep the executive updated on task progress and any significant changes.

Experience in MS To-Do

Email Tone & Style:

Maintain a tone and style consistent with our executives when handling email correspondence on their behalf.

Meeting Minutes:

Record detailed minutes of meetings, including key points and follow-up actions for each participant, maintaining a consistent format.

Personal Appointments:

Handle scheduling of personal appointments for the executives, ensuring all necessary details are accurately recorded.

Restaurant Reservations:

Make reservations using the executive’s full name, for both business and personal contexts.

Travel Booking:

Organize all aspects of travel for executives and their families, ensuring preferences for flights, hotels, and rentals are considered. Secure bookings using the executive’s preferred contact details and manage loyalty programs effectively.

Gift Selection:

Assist in selecting and sending gifts for significant occasions, reflecting the personal touch expected by the executives.

Research Tasks:

Conduct research as directed by the executives, establishing clear timelines and deliverable formats. Confirm task details via email before commencement.