Remote Executive Assistant and Outreach Coordinator at CDL Human Resource

Position Overview:

• Our clients a highly organized, proactive, and detail-oriented professional to serve as both a Remote Executive Assistant and Outreach Coordinator. This role combines executive-level support with responsibilities for securing speaking engagements, podcast appearances, and event participation. The ideal candidate will have exceptional communication skills, experience in public relations and event coordination, and a passion for supporting Christian organizations.
• Work Environment:
• Remote, full-time position with eight daily work hours overlapping U.S. East Coast Timezone business hours.
• Daily Meetings: Conduct a 15-45 minute daily check-in to review priorities and tasks.
• Requires the ability to work independently and collaborate with a virtual team.
• Successful candidates will only be required to work on weekends in case of an emergency.
• For instance, if a client is traveling and encounters a flight issue, assistance may be needed to rebook their flight.

Key Responsibilities

• Executive Support:
• Manage and respond to emails across multiple entities.
• Draft professional correspondence, including thank-you notes, donor communications, and team updates.
• Perform data entry, organize information in CRMs like HubSpot, and manage passwords using LastPass.
• Coordinate with team members via tools like Slack and Trello.
• Make phone calls to donors, potential clients, and vendors to handle administrative tasks
• Calendar Management:
• Maintain and manage both personal and business calendars.
• Block off time for personal and professional commitments.
• Keep track of long-term obligations such as board meetings, events, and travel schedules.
• Proactively remind our client of upcoming appointments and ensure our client is prepared.
• Scheduling meetings across time zones, and coordinating with team members.
• Oversee calendar management,
• Public Relations and Outreach:
• Research and book 50 podcast appearances annually to promote the company, ensuring alignment with organizational goals.
• Craft compelling pitches and outreach emails to podcast hosts and event organizers.
• Research conferences and events for potential sponsorship or booth opportunities.
• Communicate with conference organizers to secure booths or speaking engagements.
• Coordinate logistics for conferences, including registration, booth setup, and promotional materials.
• Marketing and Event Coordination:
• Develop and execute outreach plans for podcasts and events.
• Maintain organized records of outreach efforts using CRM or project management tools.
• Collaborate with the team to create promotional materials, such as graphics and messaging for events.

Requirements

• Required Skills and Qualifications:
• Previous experience as an executive assistant (preferred), public relations specialist, or event coordinator.
• Tech-savvy, with the ability to quickly learn and adapt to new software.
• Strong organizational skills and the ability to manage multiple tasks simultaneously.
• Exceptional written and verbal communication skills.
• Experience researching and booking podcast appearances or speaking engagements.
• Familiarity with event coordination, including securing booths and managing logistics.
• A joyful, hardworking attitude and a passion for supporting Christian organizations.
• Meeting Preparation:
• Provide a briefing on upcoming meetings, podcasts, or events.
• Research individuals or organizations that our client is meeting with and summarize key information.
• Personal Organization:
• Organize and keep track of important documents, such as insurance policies, wills, and financial records.
• Monitor and remind our client of due dates for car insurance, vehicle tags, and other deadlines.
• Maintain a list of family birthdays, send reminders, and assist in ordering gifts.
• Travel Coordination:
• Book flights, hotels, and transportation for personal and business trips.
• Ensure itineraries are well-organized and accessible.

Software Knowledge:

• Google Workspace apps: Gmail, Google Drive, Google Docs, Google Sheets, Google Slides, Google Forms, Google Calendar.
• Slack
• Trello
• Hospitable (Optional)

Preferred Qualifications:

• Experience working with nonprofits or Christian ministries.
• A personal commitment to Christian values and a passion for ministry.
• Experience working with nonprofits or Christian ministries.
• A personal commitment to Christian values and a passion for ministry.