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Job Summary:
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| Job Type: |
Hourly Job |
| Planned Start: |
12-02-2009 |
| Duration: |
6 to 12 months |
| Workload: |
N/A |
| Required
Skills: |
,
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| Attached
Files: |
(None) |
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| Status: |
Closed for bidding
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Buyer Summary:
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| Username: |
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| Feedback Score: |
Rating: (No Feedback Yet)
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| Award Reliability: |
2 posted 0 paid |
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| Location: |
London, United Kingdom
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| Member Since: |
October 19, 2009 |
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| Invited Users: |
There are no invited users
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Description
I need a virtual assistant. I own two companies ? both start-ups and extremely busy. My main problem has been communication with my clients and outsourced staff in order to get projects complete on time and coordinating my own personal activities. I am constantly on the road and therefore unable to answer emails
I am in search of a solution for this problem ? I need a reliable, dedicated and resourceful personal assistant. You will become my personal assistant across all areas of my life (80% business,20% personal).
Your duties will include but not limited to:
Daily Organization
? Daily teleconference at 8 am each day
? Transcription of audio notes/tasks
? Answering incoming calls, answering questions if knowledgeable or routing to the proper point of contact and setting appointment
Project Management
? Managing projects ensuring they deliver the projects on time and providing status reports
? Assist with task, project assignments, tracking, and follow up
? Tasks, Calendar, Email, Project Management tools to Follow up and report on Project status, Task completion, & Staff assignments (for example, web redesign project, action plans, etc.
? Review Schedule for importance and value
? Update and maintain project schedules
? Support Managers and other corporate staff with a wide variety of office duties;
? Maintain on?going company performance data and forms
Staffing
? Assist with work load, staff level assessments
? Coordinate the acquisition of additional personnel staff as necessary and other recruitment sources. Staff to include Site Managers, Office Volunteers, Virtual Volunteers, Marketing, Web Designers
? Assist with recruitment duties
Marketing
? Preparing and sending out communications to the team and clients
? Preparing reports and marketing collateral
? Following up with prospects and clients
Contractor Management
? Liaising and follow-up on issues with bookkeeping company and payroll service
General Admin
? Follow up on items of importance
? Produce a weekly schedule and progress report.
? Ensure that all contacts are up to date and any duplicates be removed from outlook address book
? To place any orders requested and ensure deliveries are made (including notifying relevant parties of delivery date and times) rearrange collection or return of any items to relevant suppliers
? Creating and updating contact lists
? Typing, editing, reviewing Company Policies and Procedures
? Create (or ensure created) Daily, Weekly, Monthly, etc. Reports
? Participate in company planning meetings and documentation creation
? Coordinate meetings events
? Additional work will include phone calls, arranging meetings, admin work, writing replies to emails in excellent written English, researching, arranging gifts, cards, other assigned tasks as necessary, etc.
? Maintain online filing system
? Backup on main switchboard as required
? Assist with creating \"How To\" Manuals on routine office activities
? Assist with creating Operations Manual for all activities
? Read books, listen to media to improve knowledge & skills in support of business efforts and Partner\'s need
Finance
? Process returned items and ensure refunds are received
? Coordinate deliveries site managers
? Assist in department invoicing
You must have access to:
? Daily use of Phone
? Daily use of Office Equipment: Copy, Scanning, Printing, Faxing, Email
? Daily use of Internet
? Daily use of Email Outlook (assigned internal company account)
? Daily use of MS Office Professional Products (Word, Excel, Access, Notes)
? Daily use of Adobe Acrobat PDF creator
? Must have access to own computer, printer, and scanner
You must be able to:
? Answer and screen calls
? Manage personal & professional Calendar
? Able to create Mail Merge Documents
? Able to generate & type well written correspondence
? Able to create and type, edit, review Company Documentation
Hours
? Between 30-40 hours per week
? Work a minimum of 8 hours per day, ideally from 7.00am - 4.00pm.
I am happy to negotiate ? however 7.00am start is not negotiable.
Skills Qualifications:
The ideal candidate will:
? Have relevant experience, be well organized, a self starter, and a team player
? High levels of grammar and excellent English
? Previous personal assistant, virtual assistant experience and project management experience/skills essential
? Excellent computer skills, MS Office (including MS Excel and Project)
? Excellent management and relationship management skills;
? A self-motivated, resourceful planner and organizer with an eye for detail;
? Interest in the use of IT to support business processes;
? Excellent verbal and written communication skills;
? Ability to adapt to fluctuating workloads and to meet deadlines;
? Cheerful flexibility and an understanding of working with an extremely busy individual
? Complete trustworthiness and total discretion;
? Good research skills and an ability to devise and adapt to new systems;
? Thorough understanding of the requirements of a senior administrative role and excellent interpersonal skills
Reminder
You may not start working in this and any request before
your bid is accepted. Users who violate this policy
may have their accounts permanently suspended.
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