Executive Assistant (JO - 10142026 - PTEA)

Position: Executive Assistant

Number of hours: 20 hours per week

Schedule: CST Time zone

Key Responsibilities

• Provide administrative, marketing, and operational support to improve executive productivity and streamline daily workflows.
• Manage and organize content-related projects, including collecting, reviewing, categorizing, and maintaining marketing materials.
• Retrieve, organize, and maintain video transcripts, captions, recordings, and digital content assets for future use.
• Build and maintain a searchable database of parent, student, and alumni testimonials, including categorization and documentation of key stories and insights.
• Review existing content to identify compelling quotes, success stories, testimonials, and content repurposing opportunities.
• Conduct research and information gathering to support communication strategies, marketing initiatives, and business projects.
• Assist in developing and maintaining content libraries, project trackers, databases, and organized digital filing systems.
• Coordinate and monitor projects, recurring tasks, deadlines, and deliverables to ensure timely completion.
• Use AI tools and productivity technologies to automate repetitive tasks, organize information, improve workflows, and increase operational efficiency.
• Support content organization, communications projects, and marketing operations through accurate documentation and follow-through.
• Maintain professional written communication through emails, reports, summaries, and project updates.
• Identify pending tasks, anticipate business needs, and proactively provide solutions and recommendations with minimal supervision.
• Handle confidential information, internal communications, and organizational data with professional discretion and accuracy.
• Perform additional administrative and operational tasks as needed to support business growth and efficiency.

Qualifications

• Proven experience as an Executive Assistant, Virtual Assistant, Administrative Assistant, Marketing Assistant, Content Assistant, or similar support role.
• Strong English proficiency with excellent reading comprehension, written communication, editing, and professional correspondence skills.
• Experience supporting marketing operations, content management, communications, or project coordination is highly preferred.
• Strong ability to organize and manage digital content, databases, files, and documentation systems.
• Highly skilled in research, information gathering, content review, and data organization.
• Comfortable working with AI tools, automation platforms, and productivity technologies to improve efficiency.
• Excellent attention to detail, with the ability to identify important information, patterns, and opportunities from large amounts of content.
• Strong organizational and project management skills, including maintaining trackers, deadlines, and recurring workflows.
• Ability to work independently, take ownership of responsibilities, and complete tasks with minimal supervision.
• Strong problem-solving skills with the ability to anticipate needs and recommend improvements.
• Proficient in Microsoft 365, Google Workspace, project management tools, content management systems, and collaboration platforms.
• Ability to manage multiple priorities in a fast-paced, changing environment while maintaining accuracy and quality.
• Dependable, proactive, detail-oriented, and capable of creating efficient systems and processes.
• Willingness to begin with a part-time arrangement, with the potential to expand based on workload and performance.
• Experience working with AI-assisted workflows, marketing support, content repurposing, or communications projects is an advantage.