My Shortlist

Your shortlisted jobs will appear here. To view your shortlist, please login or register

DATE ADDED: Fri 21/09/2018

Virtual Executive Assistant To CEO

Orlando, USA


Job Description

Specialty entertainment lighting manufacturer is seeking a highly versatile, organized, and enthusiastic Executive Assistant.

This position is not in-office and thus is performed remotely; experience working remote and video conferencing skills are mandatory.

Responsibilities include but are not limited to:

1. Coordination and organization of calendar for CEO.

a. Call to confirm appointments, update Google calendar listings, and plan driving times on a fundamental level. Additionally, prospect geographic area CEO is traveling in and arrange meetings via cold calls.

2. Tradeshow coordination.

a. Take the list of tradeshows and handle all coordination associated: preparing booth paperwork, ordering power, ordering carpet, shipping product, hiring booth staff, coordinating freight delivery, printing collateral.

3. Hiring contractors for special projects.

a. Prepare job descriptions and send out RFPs, then interview and vet contractors for: graphic design, film, editing, and writing.

4. Track trade agreements and tasks.

a. Example: read a contract/agreement and break each portion up into tasks. Plot those tasks on a timeline, assign the tasks to team members, and oversee their completion.

5. Manage weekly company meetings.

a. Assistant organizes, moderates, and takes notes during weekly staff meetings when CEO is unavailable.

6. Complete a plethora of tasks without instruction.

a. Example: When CEO sends a task via voice chat assistant will note, track and complete the task. Assistant is expected to find information a solve task without instructions.

7. Assist with media branch of company.

a. Coordinate quarterly magazine publishing: create publishing schedule, plot schedule, coordinate writers and design team to meet deadlines, coordinate shipping of magazine to tradeshows (including international destinations).

8. Answer phone and return voicemails.

Education and Training:

Candidate must have at least 2 years experience working in a executive position role, or 5 years of customer service or project management.

Requires Bachelors Degree.

Technical Requirements:

Assistant is expected to self-teach themselves any skills required, including but limited to the following:

1. Asana

2. Zoho

3. Zoom

4. Microsoft Office (word & excel)

5. Adobe

6. Gmail / Google Sheets / Google Drive

7. Dropbox

8. Contactually

9. Basic Accounting



Concise and professional communication is essential for written and spoken communication.


Company Description
Gantom Lighting & Controls, formerly Darklight, was founded in the Spring of 2010 as a manufacturer of special-effects lighting equipment catering to the themed attraction industry. We specialize in illumination of low-light and space-constrained environments where traditional theatrical luminaires aren’t suitable.

Role: Virtual Executive Assistant to CEO
Job Type:
Location: Orlando,

Apply for this job now.