Remote Executive Assistant at Ellipsis

Ellipsis, a world-class SEO content agency, is seeking a highly organized and proactive Executive Assistant to join our fully remote team.

In this role, you’ll be responsible for managing the day-to-day operations of the company, ensuring smooth workflows, and providing comprehensive support to the Managing Director. This remote position requires exceptional organizational and communication skills, a strong understanding of financial processes, and the ability to thrive in a fast-paced environment.

If you’re passionate about supporting a dynamic team and contributing to the success of a growing company, we encourage you to apply!

About Ellipsis

Ellipsis is a leading SEO content agency with a mission to be the best in the world at what we do. We’re a fully remote team of talented and ambitious individuals who are passionate about delivering exceptional results for our clients. We foster a supportive and collaborative environment where everyone can do their best work.

About the Role

As our Executive Assistant, you’ll be the backbone of our operations, ensuring that our remote team runs smoothly and efficiently. You’ll handle a variety of tasks, from managing finances and coordinating meetings to supporting the Managing Director and facilitating communication across the team.

This is a fully remote, full-time position, offering you the flexibility to work from anywhere in the UK (or with the right to work in the UK).

Responsibilities

• Finance, HR, and Company Operations:
  • Manage day-to-day financial tasks, including expense processing, invoicing, and record-keeping.
  • Handle client invoicing and ensure timely payments.
  • Coordinate with external accountants for financial reporting and payroll administration.
  • Manage compliance-related paperwork and ad-hoc financial requests.
  • Support new hire onboarding and candidate screening.
• Meetings:
  • Prepare for meetings, ensuring agendas and internal notes are ready.
  • Attend meetings and take minutes, or transcribe recordings.
  • Triage and assign action items from meetings.
• Sales and Marketing:
  • Draft contracts and proposals for clients.
  • Draft sales emails and follow up on leads.
  • Ensure timely delivery of all follow-up communications.
• Email Management:
  • Assist the Managing Director with maintaining an organized inbox.
  • Triage emails, understand possible courses of action, and present information to the MD for efficient decision-making.
  • Build templates and systems for handling recurring email patterns.
• Travel:
  • Organize company meet-ups, including researching locations, booking travel and accommodations, and coordinating logistics.
  • Assist the leadership team with travel arrangements for conferences and client meetings.
• Special Projects:
  • Assist the MD with various tasks and projects, including project management, writing/editing, and information triage.
  • Contribute to company-wide initiatives, such as B Corp certification.
  • Prepare and distribute the company newsletter and manage social media content.

Requirements

• Skills & Attributes:
  • Sharp eye for detail, especially with written English.
  • Experience improving processes and workflows.
  • Strong writing and editing skills.
  • Comfort working remotely and managing your own time effectively.
  • Confidence with digital tools like Google Workspace and project management software.
  • Ability to work UK hours with flexibility for occasional late meetings.

F5 Remote Jobs Spotlight: A Career as a Remote Executive Assistant

Executive Assistants are the backbone of successful organizations, providing essential support to executives and ensuring smooth operations. As a remote Executive Assistant, you have the flexibility to work from anywhere while contributing your skills and expertise to a dynamic team. This role requires a unique blend of organizational abilities, communication prowess, and technical proficiency to effectively manage calendars, handle correspondence, and support executive needs.

This remote position at Ellipsis offers a great opportunity to join a growing company in the exciting field of SEO and content marketing. With a focus on collaboration, innovation, and employee well-being, this role is ideal for a proactive and organized individual seeking a rewarding career as a virtual executive assistant.

Quick Tips for Applicants: Stand Out as the Ideal Executive Assistant

1. Showcase Your Administrative Support Experience:

• Go Beyond the Basics: Don’t just list your previous roles as an Executive Assistant. Provide specific examples of how you’ve successfully supported executives, managed their calendars, and handled their communications.
• Focus on Impact: Share instances where your support has directly contributed to the executive’s success or the team’s achievements.
• Demonstrate Proactiveness: Executive assistants need to anticipate needs and be proactive in their support. Provide examples of how you’ve gone above and beyond to ensure the smooth operation of the executive’s responsibilities.

2. Highlight Your Organizational and Time Management Skills:

• Efficiency and Effectiveness: This role requires exceptional organizational skills and the ability to manage multiple tasks and priorities effectively. Share examples of how you’ve successfully streamlined processes, met deadlines, and maintained a high level of organization.
• Calendar Management: Showcase your expertise in managing complex calendars, scheduling meetings, and resolving scheduling conflicts efficiently.

3. Emphasize Your Communication and Interpersonal Skills:

• Clear and Professional Communication: Excellent communication is essential for interacting with various stakeholders, including executives, team members, and external partners. Highlight your ability to communicate clearly, professionally, and effectively, both verbally and in writing.
• Relationship Building: Demonstrate your ability to build rapport, establish trust, and maintain positive relationships with a diverse range of individuals.

4. Showcase Your Technical Proficiency:

• Software Expertise: This role requires proficiency in various software applications, including Google Workspace, Microsoft Office Suite, and project management tools. Demonstrate your expertise in these tools and highlight your ability to learn new technologies quickly.

5. Express Your Enthusiasm for Ellipsis and Remote Work:

• Company Alignment: Research Ellipsis’ values and culture, and express your enthusiasm for contributing to their success in the SEO and content marketing industry.
• Remote Work Readiness: This is a fully remote role. Emphasize your ability to thrive in a virtual environment, manage your time effectively, and collaborate seamlessly with remote colleagues.

Frequently Asked Questions (FAQs)

1. What is the company culture like at Ellipsis?

Ellipsis fosters a collaborative, supportive, and ambitious work environment. We value teamwork, innovation, and a strong work ethic. We’re passionate about delivering exceptional results for our clients and creating a positive and inclusive culture where everyone can thrive.

2. What are the benefits of working at Ellipsis?

We offer a competitive salary, comprehensive benefits, and opportunities for professional development. We also promote a healthy work-life balance with flexible work arrangements, regular team retreats, and a 4-day work week once a month.

3. What are the technical requirements for this role?

You will need a reliable computer, high-speed internet connection, and proficiency in various software applications, including Google Workspace, Microsoft Office Suite, and project management tools.

4. What are the growth opportunities for an Executive Assistant at Ellipsis?

As a growing company, we offer numerous opportunities for career advancement and professional development. You’ll have the chance to take on new challenges, expand your skillset, and contribute to the company’s success in a meaningful way.

5. How does Ellipsis promote diversity and inclusion?

Ellipsis is an equal opportunity employer committed to fostering a diverse and inclusive workplace. We value the unique perspectives and contributions of all our employees and are dedicated to creating an environment where everyone feels welcome, respected, and supported.

Ready to find a career with purpose?