Skip to main content
The Vida Agency

Executive Assistant

This part time role is estimated to be 20-25 hours per week and may develop to a full-time role over time. Flexibility is required as some events and meetings occur in the evening and at offsite locations.

Description

The Executive Assistant will provide high-level administrative support to the President and executive team members to ensure efficient operations and the achievement of company goals. This role involves managing communication, scheduling, travel logistics, and office support tasks. The Executive Assistant will also assist in coordinating internal processes and facilitating workflows.

Essential functions and duties:

  1. Support the President and executive team members in achieving company goals.
  2. Maintain and refine internal processes to expedite workflows.
  3. Manage communication with employees and external contacts.
  4. Handle scheduling, agendas, mail, email, phone calls, and client management.
  5. Prioritize emails and respond as necessary.
  6. Coordinate scheduling, calendar management, and information flow.
  7. Manage travel logistics, accommodations, transportation, and meals.
  8. Provide administrative support, including drafting materials, data management, maintaining filing systems and archiving process.
  9. Maintain records and documents with strict confidentiality.
  10. Organize team communications and support events.
  11. Manage content schedule and publish to company social media accounts.
  12. Manage executive’s social media accounts and respond to inquiries.
  13. Maintain relationships with outside vendors.

Non-essential functions and duties:

  1. Source supplies and run errands to support operations.
  2. Perform other duties as assigned.

Key interfaces:

  1. The Vida Agency management and co-workers.
  2. Clients and potential clients
  3. Vendors and potential vendors
  4. Advisors and Consultants

Education and experience:

  • High school diploma or GED.
  • Three or more years of experience in an administrative role supporting upper management.

Knowledge, skills, and abilitites:

  • Excellent written and verbal communication skills.
  • Strong time-management and organizational skills.
  • Proficiency in Microsoft Office and ability to learn new software.
  • Experience in social media management.
  • Experience in developing internal processes and filing systems.
  • Flexible team player with a willingness to adapt to changes.
  • Ability to maintain confidentiality.
  • Washington Driver’s License, access to a well-maintained automobile, and auto liability insurance.

Preferred skills and qualifications:

  • Experience in budget oversight and expense management.

Physical demands:

The individual must be able to sit at a desk for extended periods, use office equipment, engage with clients over the phone and in-person, and attend work regularly. Ability to lift and carry up to 20 pounds. Ability to drive locally. Reasonable accommodations will be made for individuals with disabilities.

Note: This job description is not exhaustive and may be subject to change based on the needs of the company.

Salary

$28 – $33 per hour