Administrative Assistant

Empire Capital Ventures (ECV) transforms the lives of first generation millionaires by taming the chaos of their finances so they can create sustainable businesses and communities. ECV is a black-owned firm with a diverse team who is seeking an Administrative Assistant to join our internal team as a part-time contractor with room to grow into a full-time contractor.
Our Core Values are the backbone of our business and guide our hiring process: we are results driven, practice extreme ownership, are entrepreneurially-oriented, impact driven and value our ability to quickly pivot. We are seeking an Administrative Assistant who is able to self-manage, work as a team player and contribute to the overall growth, development and success of the organization.

This individual will be responsible for:
– Organizing and updating client files and project management systems
– Support Accounting Client Intake, Onboarding & Management
– Managing email correspondence, client calls and voicemails
– Managing the ECV Team Calendar Scheduling
– Participating in client and internal meetings as a dedicated notetaker, ensuring the capture of high-level notes, action items, and deliverables
The ideal candidate should be tech-savvy, able to communicate through multiple channels, and super organized.

OBJECTIVES
– Actively participating in client and internal meetings as a dedicated notetaker, ensuring the capture of high-level notes, action items, and deliverables to facilitate effective communication and collaboration within the team.
– Schedule requested internal and external meetings and coordinate several ECV team members’ schedules and organizational calendars.
– Field company calls and voicemails.
– Prepare and organize client projects and deliverables in Asana, our project management system.
– Efficiently manage and prioritize email correspondence, ensuring prompt and accurate responses, and maintain inbox organization for various internal email accounts.
– Support scheduling and notetaking on client onboarding calls.
– Support Project Managers as they track and remind clients of onboarding deliverables needed in order to fulfill their engagements.
– Supporting other team members with any related admin tasks as required.
– Appropriately handle confidential employer and client information.
– Manage Zoom, Google Calendar, and Calendly scheduling across multiple accounts.
– Work closely with various team members to provide feedback on current systems and workflows.
– Manage digital filing systems, update client records, and organize documents.
– Support systems engineer in maintaining and documenting systems and workflows in Asana.
– Present excellent customer-service skills to customers and clients.

COMPETENCIES
– Proficient computer skills, including Google Suite (Docs, Gmail, Slides, and Sheets), cloud services, and other technology tools.
– Knowledgeable in technology to communicate via computer, smartphone, or text.
– Highly organized and able to multitask and work well with fast-paced directions and instructions.
– Able to manage time effectively and efficiently.
– Able to organize and manage large amounts of files, tasks, schedules, and information.
– Self-directed and able to work with minimal supervision.
– Excellent verbal and written communication skills.
– Strong customer service and presentation skills.
– Able to be flexible in schedule and open to potentially working nights, weekends, and extended hours as agreed upon.
– Proficiency in actively participating in client and internal meetings as a dedicated notetaker, capturing high-level notes, action items, and deliverables accurately and efficiently.
– Skill in updating and maintaining client meeting minutes, ensuring accuracy and timeliness of the documentation
– Two years’ previous experience handling assistant or administrative responsibilities, or experience in customer service or related field preferred.

This position requires CST/EST business hours availability.