Executive Assistant to CEO / Sales / Marketing

Executive Assistant to CEO / Sales / Marketing

Nextgen Pest Solutions

United States of America

About us:

Nextgen Pest Solutions is a leading organization dedicated to delivering outstanding services and products to our clients. We are currently looking for a highly motivated and organized individual to serve as an Executive Assistant to our Sales / Marketing. This position is integral to our team and is a unique opportunity to work closely with our company’s leadership.

Job Description:

We are seeking an Executive Assistant to provide comprehensive support to our CEO Sales / Marketing, ensuring they can focus on their strategic responsibilities. You will manage business-related tasks such as creating reports, organizing travel and accommodation, taking minutes, and other organizational tasks.

Qualifications:

1. Bachelor’s degree in business administration or related field.
2. Proven experience as an executive assistant or other relevant administrative support experience.
3. Proficient in Microsoft Office Suite (Outlook, Word, Excel, and Powerpoint), Adobe Acrobat, and social media web platforms.
4. Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
5. Exceptional interpersonal skills and the ability to build relationships with stakeholders, including leadership staff, and external partners.
6. Expert written and verbal communication skills in English.
7. Demonstrated proactive approaches to problem-solving with strong decision-making capabilities.
8. Emotional maturity and ability to handle stressful situations.
9. Highly resourceful team player, with the ability to also be effective independently.
10. Proven ability to handle confidential information with discretion.
11. Must have strong knowledge of CRM programs including Salesforce.

Detailed Key Responsibilities:

1. Calendar Management: Handle the CEO’s complex and dynamic calendar. This includes scheduling appointments, meetings, and conferences, ensuring optimal use of the CEO’s time. Proactively handle any overlaps or scheduling conflicts and be prepared to adjust the schedule due to last-minute changes.

2. Communication Management: Serve as the first point of contact for the executives, handling incoming calls, emails, messages, and correspondences promptly and professionally. Manage the flow of information to and from the executives, ensuring all communications are organized and prioritized.

3. Document Preparation: Draft, edit, and format internal and external documents including memos, corporate reports, presentations, and correspondence. This includes meticulous proofreading for accuracy and coherence.

4. Meeting and Event Coordination: Plan, organize, and ensure smooth execution of executive-level meetings, workshops, seminars, and special projects. This includes securing venues, handling logistics, preparing materials, and taking and distributing minutes.

5. Travel Coordination: Arrange all aspects of business travel including flight booking, hotel reservations, transportation, and meeting scheduling. Anticipate and troubleshoot travel issues and disruptions.

6. Confidentiality Maintenance: Handle all business and personal information with absolute confidentiality and discretion. Respect and protect the privacy of the CEO’s professional and personal life.

7. Personal Task Management: Coordinate and oversee personal tasks as required by the CEO. This may include personal appointments, personal travel, or family-related matters, always ensuring these personal tasks are seamlessly integrated with professional responsibilities.

8. Stakeholder Relationship Management: Build and maintain positive relationships with all stakeholders, including staff, board members, and external partners. Act as the liaison between these stakeholders and the CEO, ensuring clear and effective communication.

9. Records and Reports Management: Organize, file, and retrieve corporate and personal documents, records, and reports in a timely and efficient manner. Maintain an organized filing system for easy access to critical information.

10. Executive Support: Anticipate the CEO’s and executives needs, work proactively to solve problems before they arise, and manage emergency situations effectively. Show flexibility and adaptability in supporting the CEO’s changing requirements.

11: Sales force Support: Focused Expertise in Salesforce CRM exhibit focused expertise in Salesforce CRM. This responsibility centers around upholding data accuracy, synthesizing key sales and marketing reports, offering training and support for the team, continuously enhancing CRM utilization, strategically employing Salesforce’s forecasting tools, and facilitating interdepartmental collaboration through accurate and timely CRM data. This role requires a steadfast commitment to maximizing the potential of Salesforce CRM to drive business decisions and facilitate cohesive interdepartmental operations.

Please note, this role requires flexibility with hours, as additional time might be needed during critical business periods or for personal matters. This role requires absolute discretion, tact, and diplomacy given the sensitive nature of the work. This position is 6 days a week, with a solid work schedule and advancement opportunities.

Benefits:

This is a 100% remote position, we offer competitive salary, paid vacation time, tuition reimbursement and other attractive benefits.

To apply, please submit your resume, outlining your experience and skills relevant to this position, and your salary expectations.

Nextgen Pest Solutions is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.