Executive Assistant

Overview:
We seek a dynamic and highly organized Executive Assistant with a strong background in consulting and technology to support various administrative, financial, and recruiting tasks. The ideal candidate will possess strong client-facing and consulting skills and proficiency in PowerPoint, Word, and Excel. This role demands a rock star who pays close attention to detail, collaborates effectively, and communicates clearly. The successful candidate will support our leadership team and contribute to our business growth and success.

Application Process:
To be considered for this position, please complete the survey at the following link: Click to view/p/8koSFAH6CEJFFG8Daz8t. Only candidates who complete the survey will be considered for the position.

Key Responsibilities:
• Administrative Duties:
o Manage schedules, arrange meetings, and coordinate travel arrangements.
o Prepare and edit documents, reports, and correspondence.
o Draft and dispatch legal documents.
o Handle additional administrative tasks as required to support business operations.
• Payroll and Invoicing:
o Assist with payroll processing and management.
o Handle invoicing and ensure timely payments.
o Consolidate financial data to identify project costs and support budget management.
• Recruiting Support:
o Coordinate recruitment activities, including job description creation and postings and interview scheduling.
o Assist in maintaining recruitment databases and tracking candidate progress.
o Manage onboarding and offboarding process.
• Research:
o Conduct research on various topics, including market trends, competitor analysis, and potential clients.
o Compile and present findings to support business decisions.
• Sales Support:
o Assist with sales processes, including lead generation, client communication, and follow-ups.
o Prepare sales presentations and proposals using PowerPoint.
• RFP and SOW Management:
o Assist in the preparation and management of Request for Proposals (RFPs) and Statements of Work (SOWs).
o Ensure thorough and timely completion of all RFP and SOW documentation.
o Coordinate with various departments to gather necessary information and requirements for RFPs and SOWs.
o Track the progress of RFPs and SOWs to ensure deadlines are met and follow up as necessary.
• Project Management:
o Support project management tasks, including tracking project timelines and deliverables.
o Coordinate with various departments to ensure project milestones are met.

Qualifications:
• Proven experience as an Executive Assistant or in a similar administrative role, preferably in a consulting or technology environment.
• Excellent verbal and written communication skills in English, with the ability to convey information clearly and professionally.
• High level of discretion and confidentiality.
• Proven experience in client-facing roles and consulting, with the ability to build and maintain strong client relationships.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint).
• Strong understanding of payroll and invoicing processes, with proficiency in payroll software (e.g., ADP, QuickBooks) and invoicing systems (e.g., FreshBooks, Xero).
• Experience in recruiting and managing recruitment processes.
• Familiarity with CRM and ATS systems is a plus.
• Experience in sales and customer service is a plus.
• Experience in accounting or bookkeeping is a plus, with familiarity in accounting software (e.g., QuickBooks, Sage).

Soft Skills:
• Excellent problem-solving abilities, especially in high-pressure situations.
• Customer-focused mindset with a commitment to delivering high-quality service.
• Proactive and self-motivated, with strong organizational and project management skills.
• Takes hands-on initiative, is ready to tackle tasks at all levels, and demonstrates a ‘no job is too small’ mindset.
• Adaptability and flexibility in a dynamic environment.
• Entrepreneurial spirit and willingness to contribute to the growth and success of the company.