Executive Assistant - USA Hours (Remote)

As an Executive Assistant at ISTA Personnel Solutions, your main responsibilities will include managing executives' calendars, scheduling meetings, handling communications, and preparing reports. You'll also screen emails, maintain filing systems, and assist with special projects as required, all contributing to effective support for the senior management team.

To qualify for the Executive Assistant position at ISTA Personnel Solutions, you'll ideally have proven experience in a similar role, strong organizational and time management skills, and excellent written and verbal communication abilities. Familiarity with MS Office Suite is a must, and knowledge of tools like GIRA would be beneficial.

The working hours for the Executive Assistant role at ISTA Personnel Solutions will align with US hours, specifically Monday to Friday from 8 AM to 5 PM EST. This means, for South African candidates, you're looking at a schedule of approximately 3 PM to 12 AM South African time, ensuring you are available when your US-based executives need support.

Yes, the Executive Assistant position at ISTA Personnel Solutions is fully remote, specifically for South African citizens. This setup allows you to balance your personal life while providing professional support to a dynamic team based in the USA.

For the Executive Assistant role at ISTA Personnel Solutions, candidates need a stable internet connection, specifically a fixed fibre line with a minimum speed of 25 Mbps for both upload and download. Additionally, having a power backup solution is essential to handle any load shedding or power outages that may occur in South Africa.

When asked how to prioritize tasks, you can explain your method of evaluating deadlines, importance, and urgency. Give an example of how you've managed multiple tasks and adjusted priorities based on unforeseen changes in a previous role.

In answering this question, focus on your familiarity with managing busy calendars, scheduling meetings, and the tools you use, such as Google Calendar or Outlook. Illustrate your experience with a specific instance where you efficiently handled scheduling conflicts.

Highlight your ability to maintain professionalism and clarity in communication. Share an example where effective communication helped navigate a challenging situation or a project.

Discuss your proficiency with MS Office Suite and any project management or communication tools you're familiar with, such as GIRA, Asana, or Slack. Provide instances where these tools helped you execute your duties better.

Reflect on a specific instance where you encountered a challenge, describe the situation clearly, and outline the steps you took to resolve it. This shows your problem-solving skills in real-time.

Discuss your systems for staying organized in a remote environment, such as digital filing systems, task management software, or regular check-ins with your team to enhance communication.

You can emphasize your understanding of the importance of confidentiality and describe the measures you take, such as secure document handling and limited sharing of sensitive information.

Explain how you keep track of different time zones and schedule meetings accordingly. Mention any tools you use, like world clocks or calendar features that help simplify scheduling.

Outline your process for preparing for meetings, including collecting relevant materials, setting the agenda, and communicating with participants ahead of time to ensure everyone is informed.

Discuss your receptiveness to feedback and your methods for implementing it into your work. Illustrate this with an example of how you adapted your approach based on constructive feedback in a previous role.