Executive Assistant

Position Overview:
All Dry Rancho is quickly building its national brand in the state of California. We are a group of dynamic individuals seeking to create change in the restoration industry, by aspiring to create the BEST customer service experience. We are better than the rest and expect the same from every member of our team.

We are seeking an exceptionally organized, detail-oriented, and proactive Executive Assistant to play a pivotal role in our water restoration company’s operations. This comprehensive remote position requires managing a wide array of administrative, communication, and project management tasks to ensure operational efficiency, prevent oversight, and uphold a culture of excellence. The Executive Assistant will be instrumental in supporting the entire organization, with a direct impact on client satisfaction, team coordination, and process optimization. This role offers significant growth opportunities, including specialization within operational functions and deep integration into our client services and core processes.

Key Responsibilities:
1. Organizational Support:
• Provide comprehensive support to the team, managing emails, scheduling meetings, and handling day-to-day administrative tasks to enhance overall productivity.
• Implement and maintain systems for efficient information flow and document management, ensuring easy access and accuracy.
2. Client and Internal Communication:
• Act as a central point of contact for internal communications, ensuring clear and timely dissemination of information.
• Assist with client communications as needed, helping to maintain a high standard of service and responsiveness.
3. Detail Management:
• Monitor and manage tasks and projects to catch and correct missed details, aiming for flawless execution of work.
• Support the team in maintaining comprehensive records and reports, ensuring accuracy and completeness.
4. Scheduling and Coordination:
• Efficiently manage and coordinate schedules for team members, balancing workload and resources across multiple projects.
• Facilitate coordination with subcontractors and suppliers to ensure timely delivery of services and materials.
5. Compliance and Quality Assurance Support:
• Assist in ensuring that all activities comply with relevant industry standards and safety regulations.
• Support the maintenance of health and safety documentation and quality assurance processes.
6. Professional Development:
• Engage in self-directed learning and participate in training opportunities to gain a thorough understanding of the water restoration industry.
• Aim to acquire knowledge and skills relevant to transitioning into the administrative assistant role, including familiarity with industry standards and processes.
7. Advanced Organizational Support and Call Management:
• Serve as the primary receiver for all incoming calls, demonstrating exceptional judgment in routing these calls to the appropriate personnel. This requires a deep understanding of each team member’s role, current projects, and availability.
• Ensure all messages are not only relayed accurately but also followed up on to verify that necessary actions are taken, thereby guaranteeing no detail is overlooked.
8. Client Intake and Information Management:
• Act as the initial point of contact for new clients, meticulously gathering all pertinent information to ensure a comprehensive understanding of their needs and expectations. This includes inputting data into our dispatch board and coordinating with the team on Microsoft Teams to ensure seamless onboarding.
• Develop and manage a system for organizing and sharing client information and project updates, using tools like Dropbox or Google Drive, to facilitate efficient communication with our billing company and insurance providers.
9. Scheduling and Coordination Mastery:
• Take full ownership of the sales manager’s and client success manager’s calendars, applying strategic thinking to allocate sufficient time for essential tasks and client interactions. This will require a proactive approach to anticipate needs and adjust schedules as projects evolve.
• Utilize Microsoft Planner with a high level of proficiency to manage project timelines, ensuring all relevant information from Microsoft Teams and Asana is accurately replicated and updated in Planner. Responsibilities include adding clients, applying appropriate project tags, and managing detailed checklists tailored to the stage of each project.
10. Comprehensive Project Management and Vendor Coordination:
• Play a central role in project management, ensuring that every client’s journey through our service process is meticulously planned and monitored. This involves a detailed understanding of each project’s status and the ability to adapt workflows as necessary.
• Coordinate effectively with external vendors to ensure a seamless integration of services, which requires excellent communication skills and the ability to manage relationships proactively.
11. Asana Task Management and Oversight:
• Assume responsibility for the oversight of tasks on Asana, ensuring every member of the administrative team is on track with their responsibilities. This includes prioritizing tasks based on urgency and project deadlines, requiring a strategic approach to workload management.

At the end of your application, please type ADR1M2024

Qualifications:
• Strong organizational skills and the ability to manage multiple tasks simultaneously in a remote work environment.
• Excellent communication and interpersonal abilities, with a focus on detail-oriented tasks.
• Proficiency in office software (e.g., Microsoft Office Suite) and adaptability to new technologies and systems.
• A proactive approach to problem-solving and the ability to work independently.
• Previous experience in an administrative or executive assistant role is preferred but not required.

Ideal Candidate Profile:
This role demands a highly motivated, detail-oriented individual who thrives in a fast-paced, dynamic environment. The ideal candidate will possess:
• An exceptional ability to manage complex tasks and projects with precision.
• A proactive mindset, anticipating the needs of the team and clients before they arise.
• The capability to maintain high standards of communication and organization in a remote setting.
• A strong sense of responsibility and ownership over their work, demonstrating initiative and problem-solving skills.
• Resilience and adaptability, with a readiness to tackle challenges head-on and the persistence to see tasks through to completion.

Note to Applicants:
This position is not for the faint-hearted. It requires dedication, a relentless attention to detail, and the ability to juggle multiple priorities simultaneously. We are seeking someone who is not just looking for a job but is passionate about making a tangible impact in a growing company. If you are driven by a challenge and ready to contribute to a team that relies on each other to succeed, we welcome your application.

Our Commitment:
We are dedicated to providing a supportive, inclusive, and dynamic work environment that fosters growth and professional development. Our team is at the heart of our mission to deliver exceptional service and restore peace of mind to our clients. Join us in making a difference as a valued member of our team.

When submitting your application please perform the following tasks:
1) Our core values are Commitment, Excitement, Autonomy, Impact, and Innovation. Create a video introducing yourself. You also want to pick 2-3 of our company values and explain what those values mean to you. Paste a link to the video with your application.
2) Add a link to your resume and/or portfolio.
3) Add a link to your LinkedIn profile.