Job Description

Hamilton Raye is a fractional executive assistant agency that provides administrative support to other businesses. Our core values are focused on presence, efficiency, happiness, passion, and balance. We strive to provide our clients with professional and experienced support while allowing our team to live a well-balanced life. This is a REMOTE role, and we're looking for someone in the United States. At this time we are only hiring in the following states for this role: Ohio, Colorado, Florida, North Carolina, Missouri, and Illinois. If you do not live in one of these states please do not apply as you will not be considered.

For this specific role we're looking for someone preferably in Colorado or the ability to work 10:00 - 6:00 MT to cover both Eastern and Pacific clients. 

Responsibilities:

• Executive Assistant support to C-Suite Executives or Entrepreneurs, ensuring they are always prepared and operating at their highest level.
• Proactively anticipate the needs of executives by thinking ahead, identifying potential challenges, and providing solutions before they are needed.
• Prepare executives for meetings by gathering relevant documents, summarizing key information, and ensuring they have talking points, schedules, and necessary materials in advance.
• Proofread and edit documents, presentations, and emails for clarity, accuracy, and professionalism.
• Relationship management with multiple clients, ensuring seamless communication and a personalized approach to their needs.
• Complex calendar management – if you consider yourself a calendar wizard , this role is for you! Manage multiple time zones, coordinate across teams, and prioritize scheduling conflicts.
• Maintain calendar accuracy across multiple executives and team members, ensuring no conflicts and smooth transitions between meetings.
• Complex travel management, including research, itinerary creation, and real-time adjustments as needed.
• Expense management and reporting, tracking receipts, reconciling expenses, and ensuring timely submissions.
• Organize and manage multiple e-mail accounts, prioritizing urgent communications and keeping inboxes streamlined.
• Create and organize documents and reports with high attention to detail.
• PowerPoint presentation preparation, including structuring key messaging and ensuring visual clarity.
• Project manage tasks and business projects, ensuring deadlines are met and clients are supported effectively.
• Demonstrate assertiveness with soft skills, confidently communicating priorities, setting boundaries, and ensuring executives stay on track while maintaining professionalism and discretion.
• Other miscellaneous work or projects as needed on a client-by-client basis.

Qualifications:

• Minimum Experience of 5 years in an administrative role.
• Strong written and verbal communication skills.
• Ability to work in high-intensity, fast-paced environments.
• Excellent time management skills.
• A proactive and thoughtful communicator who responds with urgency.
• Critical thinker who is resourceful when looking to find solutions to a problem.
• Flexible schedule to support requests throughout the day.
• Highly organized and with the ability to multitask.
• Remote work experience preferred.

Benefits:

• Flexible work-from-home schedule.
• This is an hourly, part-time position with the ability to expand into full-time.
• Ability to contribute to a 401K
• Accrued PTO
• Paid Holidays
• Medical, dental, and vision are available for employees working full-time (30 hours a week)

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