Executive Assistant – 100%Remote

United States

Whoweare:

Since our founding in 2011, our mission has been to improve the lives of seniors and their caregivers. We are deeply passionate about communication and committed to becoming the foremost provider of services and solutions that enable seniors to lead more meaningful and independent lives. We also understand the power of connection and the profound impact it has on the lives of individuals who are hard-of-hearing. By utilizing enhanced automatic speech recognition, human captioning, and innovative product development, we deliver easy-to-use, cutting-edge technology to our primarily senior customer base. Our near real-time phone captioning technology allows individuals with hearing loss to see what callers are saying, enabling them to regain their connection to the world.

ClearCaptions is a Federal Communications Commission (FCC)-certified telephone captioning provider, adhering to the highest industry standards of privacy, security, and professionalism. We recognize the importance of maintaining the trust and confidence of our customers, and we continually strive to exceed their expectations.

Position Summary:

The Executive Assistant plays a crucial role in supporting the efficient functioning of Vice Presidents within the organization. All tasks require high professionalism in dealings with all levels of executives, management, staff, business partners and visitors. The successful Executive Assistant will be a highly organized, detail-oriented individual with exceptional communication skills and the ability to handle a wide range of administrative and executive support tasks, capable of handling shifting priorities with short notice.

This position is based out of a home office and reports to the Executive Administration Manager.

What you will do:

• Calendar Management: Efficiently manage complex calendars, including scheduling meetings, appointments, and conference calls, while prioritizing conflicting demands and ensuring the Vice Presidents are well-prepared for all engagements.
• Travel Arrangements: Coordinate all aspects of domestic travel, including flights, accommodations, ground transportation and dining as needed, ensuring seamless travel experiences.
• Communication Management: Handle emails and correspondence on behalf of the Vice Presidents, responding promptly when appropriate and drafting responses for review when necessary.
• Meeting Coordination: Organize and coordinate meetings, conferences, and events, including arranging venues, catering, audiovisual equipment, and necessary materials, and taking meeting minutes when required.
• Relationship Management: Build and maintain positive relationships with internal and external stakeholders, including executives, clients, partners, and vendors, always representing the Vice Presidents professionally.
• Expense Management: Process expense reports and invoices accurately and in a timely manner and ensuring compliance with company policies.
• Project Support: Provide administrative support for special projects and initiatives led by the Vice Presidents, including research, data analysis, and coordination with cross-functional teams.
• Confidentiality: Handle sensitive and confidential information with the utmost discretion and professionalism, always maintaining a high level of integrity.
• Other duties upon request as business needs arise.

Qualifications:

• High School Diploma or equivalent (GED). Continuing education preferred.
• 3+ years experience as an executive assistant or similar role supporting senior executives or vice presidents; experience in a remote work environment preferred.
• Familiarity with expense & travel systems; Concur preferred.
• Exceptional organizational and time management skills, ability to multitask and prioritize effectively with demanding timeframes in a fast-paced environment.
• Excellent interpersonal and communication skills, both written and verbal, with a high level of professionalism and diplomacy.
• Strong attention to detail, accuracy, problem-solving skills with a commitment to delivering high-quality work.
• Customer-centric with a sense of urgency.
• Ability to anticipate needs, exercise sound judgment, and work independently with minimal supervision.
• Flexibility and adaptability to changing priorities and deadlines.
• Positive attitude, proactive approach, and willingness to go above and beyond to support the success of the Vice Presidents and the organization.
• Ability to work collaboratively with colleagues and staff to create a high-quality, results-driven, team- oriented environment.
• Demonstrated ability to use discretion, make sound decisions, and maintain confidentiality.
• Proficient in MS Office including Excel and PowerPoint, advanced skills in Outlook (e.g., Inbox/Calendar management), familiar with modern communication tools for virtual teams (e.g., MS Teams, Slack).

Physical Demands:

Employees may experience the following physical demands for extended periods of time:

• Standing and walking (5-10%)
• Typing (70-90%)
• Viewing computer monitor, tablet, and cell phone requiring close vision (70-90%)

Work Environment:

Work environment is primarily indoors at home. Occasional travel may require overnight travel and involve exposure to all types of weather and temperature conditions and exposure to hazardous driving and traffic conditions.

Compensation:

$25 – $30/hour with consideration to experience and geographical location. Please see www.clearcaptions.com/careers for an overview of our generous benefits program