Virtual Assistant

Job Overview

The Virtual Executive Assistant will provide high-level administrative support to Gerard Perillo, ensuring the smooth operation of daily activities within the Shark Team. This role requires exceptional organizational skills, proactive communication, and a keen ability to manage schedules, coordinate speaking engagements, and facilitate strategic initiatives, including promoting MAKO in 2025.

Key Responsibilities

1. Administrative Support:
   • Manage and organize daily schedules, ensuring Gerard’s meetings and tasks are prioritized effectively.
   • Coordinate team communications and act as the point of contact for internal and external inquiries.
2. Event and Speaking Engagement Management:
   • Research and identify relevant speaking events, webinars, and podcasts for Gerard to promote MAKO in 2025.
   • Handle outreach, pitch proposals, and secure bookings for appearances.
   • Coordinate logistics for events, including travel arrangements and presentation materials.
3. Calendar Management:
   • Maintain a dynamic and updated calendar, proactively resolving scheduling conflicts.
   • Provide daily and weekly briefings on upcoming meetings, events, and deadlines.
4. Project Coordination:
   • Assist in tracking and managing tasks related to Shark Team projects.
   • Follow up on deadlines and ensure timely completion of deliverables.
5. Document and Data Management:
   • Organize digital files and ensure easy access to critical documents.
   • Maintain accurate records of speaking engagements, contacts, and follow-ups.
6. Communication:
   • Draft and respond to emails, meeting requests, and other correspondence.
   • Prepare concise summaries and updates for meetings and events.

Qualifications

• Proven experience as an executive assistant or similar role. (Min 5 years)
• Exceptional organizational and multitasking skills.
• Excellent written and verbal communication abilities.
• Proficient in productivity tools such as Google Workspace, Zoom, and project management software (e.g., Asana, Trello).
• Experience with scheduling tools and CRM software (e.g., Follow Up Boss, Zapier).
• Familiarity with event planning and outreach is a plus.

Key Competencies

• Proactive problem-solving and ability to work independently.
• Attention to detail and ability to manage multiple priorities.
• Strong interpersonal skills to interact with diverse teams and external partners.

Preferred:

Female candidate

US day time shift

5 days work week

Excellent Communication Skills

Desired:

Knowledge or understanding in Finance & Accounting Operations (optional)