Executive Assistant / Reception VA
Executive Assistant / Part-Time
Job Overview
Role Summary
We’re seeking a reliable, people-friendly Executive Assistant who can be the first line on the phones and keep the Executive Director’s calendar and inbox running smoothly. You’ll handle inbound calls, schedule meetings, and take care of everyday admin so the team can focus on programs and partners.
Key Responsibilities
● Phone reception & triage ○ Answer incoming calls with a warm, professional tone; route to the right person; take clear messages; track callbacks.
○ Maintain a simple call log and follow-up list so nothing slips.
● Calendar & scheduling
○ Own the Executive Director’s calendar: book/confirm meetings, resolve conflicts, send reminders, share agendas/links.
● Email support
○ Triage the ED’s inbox, flag priorities, draft simple replies, and keep response times tight.
● Light admin
○ Prepare basic docs, lists, and spreadsheets (Microsoft Word/Excel).
○ Keep contact lists and simple trackers up to date (attendees, partners, vendors).
● Stakeholder care
○ Communicate clearly with community members, partners, and vendors; embody a friendly nonprofit service approach.
● Documentation
○ Capture call outcomes, meeting notes, and action items in shared folders for easy reference.
Must-Have Qualifications
● 3–4+ years experience in an EA/reception/admin role handling phones and calendars.
● Excellent spoken English and clear phone presence; confident, courteous, and patient.
● Strong organization and follow-through; able to manage priorities and reminders independently.
● Proficiency with Microsoft Office (Word, Excel, Outlook) and basic video meeting tools (Zoom/Teams).
● Comfortable working on U.S. Eastern Time overlap and protecting confidentiality.
Nice-to-Haves
● Nonprofit or community services experience.
● Familiarity with basic call systems/softphones and simple CRM or contact trackers.
● Experience drafting simple templates (voicemail scripts, email acknowledgements, meeting confirmations).
Success Metrics (first 60–90 days)
● ≥95% of calls answered or returned within same business day; clear, complete messages logged.
● Calendar conflicts reduced; meetings consistently confirmed with links and details.
● Inbox triaged daily with prioritized to-dos; response SLAs met.
● Simple trackers (calls, meetings, contacts) maintained and shared. Tools (typical)
● Microsoft Office (Word, Excel, Outlook) ● Zoom/Teams (or similar)
● Phone system/softphone provided or client standard
Work Pattern
● 20 hours per week, scheduled with the Executive Director for best phone coverage (e.g., weekday mornings/early afternoons ET). ● Occasional flexibility for community or partner needs with advance notice.
If you’re a calm, organized communicator who enjoys helping people and keeping leaders on schedule, we’d love to meet you
Role Summary
We’re seeking a reliable, people-friendly Executive Assistant who can be the first line on the phones and keep the Executive Director’s calendar and inbox running smoothly. You’ll handle inbound calls, schedule meetings, and take care of everyday admin so the team can focus on programs and partners.
Key Responsibilities
● Phone reception & triage ○ Answer incoming calls with a warm, professional tone; route to the right person; take clear messages; track callbacks.
○ Maintain a simple call log and follow-up list so nothing slips.
● Calendar & scheduling
○ Own the Executive Director’s calendar: book/confirm meetings, resolve conflicts, send reminders, share agendas/links.
● Email support
○ Triage the ED’s inbox, flag priorities, draft simple replies, and keep response times tight.
● Light admin
○ Prepare basic docs, lists, and spreadsheets (Microsoft Word/Excel).
○ Keep contact lists and simple trackers up to date (attendees, partners, vendors).
● Stakeholder care
○ Communicate clearly with community members, partners, and vendors; embody a friendly nonprofit service approach.
● Documentation
○ Capture call outcomes, meeting notes, and action items in shared folders for easy reference.
Must-Have Qualifications
● 3–4+ years experience in an EA/reception/admin role handling phones and calendars.
● Excellent spoken English and clear phone presence; confident, courteous, and patient.
● Strong organization and follow-through; able to manage priorities and reminders independently.
● Proficiency with Microsoft Office (Word, Excel, Outlook) and basic video meeting tools (Zoom/Teams).
● Comfortable working on U.S. Eastern Time overlap and protecting confidentiality.
Nice-to-Haves
● Nonprofit or community services experience.
● Familiarity with basic call systems/softphones and simple CRM or contact trackers.
● Experience drafting simple templates (voicemail scripts, email acknowledgements, meeting confirmations).
Success Metrics (first 60–90 days)
● ≥95% of calls answered or returned within same business day; clear, complete messages logged.
● Calendar conflicts reduced; meetings consistently confirmed with links and details.
● Inbox triaged daily with prioritized to-dos; response SLAs met.
● Simple trackers (calls, meetings, contacts) maintained and shared. Tools (typical)
● Microsoft Office (Word, Excel, Outlook) ● Zoom/Teams (or similar)
● Phone system/softphone provided or client standard
Work Pattern
● 20 hours per week, scheduled with the Executive Director for best phone coverage (e.g., weekday mornings/early afternoons ET). ● Occasional flexibility for community or partner needs with advance notice.
If you’re a calm, organized communicator who enjoys helping people and keeping leaders on schedule, we’d love to meet you
Why Join Assist World?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM