C Level Executive Assistant

We are seeking a highly organized and proactive Personal Assistant to help keep our operations running smoothly and ensure that all tasks, projects, and prospecting activities are efficiently managed. The ideal candidate will have a keen eye for detail, exceptional organizational skills, and the ability to prioritize and execute tasks effectively. This role involves managing calendars, emails, to-do lists, and social media, as well as making phone calls and conducting research on behalf of the executive.

Primary Responsibilities:

1. Organizational Support:

Keep the executive organized and on track with tasks and projects.
Maintain and prioritize to-do lists, determining a priority grading system and identifying weekly tasks.
Schedule tasks and work assignments, ensuring deadlines are met.
Conduct two daily check-ins to review progress and upcoming tasks.
2. Prospecting Management:

Ensure prospecting activities are completed and prioritize them as essential tasks.
Track calls and appointments using Follow Up Boss, ensuring all tasks are on time.
Write clear summaries of recorded calls and add follow-up tasks as needed.
Bonus opportunities available based on meeting key performance indicators (KPIs).
3. Calendar Management:

Review the week and day ahead to ensure the executive is prepared.
Identify necessary actions, delegate tasks, and ensure follow-through.
Coordinate with the executive to make sure all scheduled activities occur as planned.
4. Email Management:

Unsubscribe from unnecessary subscriptions and organize emails into folders.
Use tools like Boomerang to follow up on important emails.
Batch important emails requiring replies to minimize the executive’s time spent in the inbox.
5. Task Follow-Up:

Follow up on pending items on behalf of the executive, such as checking the status of projects or appointments.
Make phone calls to confirm appointments, conduct research, and schedule vendors as needed.
Conduct online research for various projects and tasks.
6. Social Media Management:

Add social media handles to Follow Up Boss and connect with contacts on social platforms.
Send direct messages prepared by the executive.
Follow followers of competing accounts to expand the executive’s network.
Qualifications:

Exceptional organizational and time management skills.
Ability to prioritize tasks and manage multiple projects simultaneously.
Strong communication skills, both written and verbal.
Proficiency with Follow Up Boss or similar CRM software.
Experience with social media platforms and basic social media management.
Ability to conduct thorough online research.
Proactive and able to work independently with minimal supervision.