Executive Virtual Administrative Assistant

EXECUTIVE VIRTUAL ADMINISTRATIVE ASSISTANT

Arnett | Whitacre & Associates provides sales & service management and support for the top echelon of manufacturers in the luxury hospitality furnishings business, since 1989. We pride ourselves on excellence and striving for greatness, in a culture of “southern hospitality”.
There is a no-drama policy on our team and we are looking for individuals that will be a great fit with our culture, values, and high-performance drive. {Oh, and if you are boring, grumpy, or anti-social, this is definitely not the job for you!}

ROLE OVERVIEW: Executive Administrative Assistant is responsible for assisting the owner of the company with the daily priorities of the company overseeing Project & Data Management, Executive Assistance, and Light Bookkeeping duties. This role will help execute the owner’s vision, have access to financial records, and be a “right-hand partner” in all aspects of the business.

OVERALL RESPONSIBILITIES:
*Work closely with the owner, and all other team members in the organization (inside & outside sales)
*Provide regular verbal updates to Amy throughout the day
*Input Daily update notes for factory, customer and projects in CRM
*Provide gentle delegation to personnel in the company as needed
*Stay focused, organized and on-task with the greatest priority at hand
*Flexibility to adjust and re-prioritize the day when necessary
*Follow directions well
*Ability to transition to and from various software / file share programs throughout the day
*Always remain positive and willing to give your best

RESPONSIBILITIES: PROJECT & DATA MANAGEMENT-
-Assist with excel data transfer to new Salesforce CRM – *initial short-term project
-Answer company phone and know how to direct the call
-Review, classify & organize daily incoming emails in Amy’s inbox
-Respond daily to customer emails for project needs & when appropriate, direct the emails to outside sales
reps or factory personnel for additional input
-Submit follow-up email/call requests to customers for project opportunities
-Prepare project update reports to be shared with factories; ensure info is complete & timely
-Maintain list of client campaigns for marketing give-aways, gifts, lunches, etc
-Maintain list of clients who have received factory reference materials
-Maintain the “resource library” of factory sales materials, which include digital records & physical samples,
ordering add’l as needed.
-Prioritize daily, weekly, monthly quarterly goal plans

RESPONSIBILITIES: EXECUTIVE ASSISTANCE-
-Manage the company calendar
-Arrange for catering delivery/entertainment plans for in-person sales presentations
-Task management for company events; example: preparing for in-town factory visit
-Assist Amy with travel booking
-Assist Amy with outside company matters as needed for personal scheduling, ordering supplies, organizing
kids’ schedules, communication with household nanny, etc.
-Set up team meetings, prepare agenda and communicate the meeting plan in advance to the team

RESPONSIBILITIES: BOOKKEEPING TASKS –
-Reconcile & notate sales commissions received to Purchase Orders shipped in Salesforce CRM
-Update monthly commissions log
-Transfer digital files to archive after project is closed out
-Classify company expenses in Quick Books and process monthly closeout
-Log mileage and identify reimbursements
-Run reports for Amy based on various criteria

Required skills:

Great at talking to and with people

High integrity and interpersonal character

Intuitive nature to understand needs of the owner and the business

Excellent written and spoken English language

Amazing team player and willing to work hard for team goals as well as individual goals

Bring a fun positive attitude to our organization and internal meetings

Able and willing to work on multiple projects

Detail-oriented and able to keep accurate records

Comfortable working in a CRM; Salesforce experience is a plus

Highly dependable. This is a tight-knit team and everyone has to pull their weight

Able to stay focused and task-oriented all throughout the day.

Able to consistently hit goals

Achieve consistently high # of reach-outs & customer responses daily, 25+.

Pro-active problem solver; present ideas for solutions not just the problem

Daily, provide a brief, written & verbal, high-level report updates on status of activity and leads

Trainable & Coachable; Willingness to learn the basics of custom furniture business

Experienced in Microsoft Outlook, Excel, Word, Power Point, Teams & Sharepoint;
Adobe Acrobat / PDF; Optional – experience in Salesforce

Comfortable on LinkedIn, Instagram and Facebook

Hours: You will need to be available during appropriate US hours. You will be working nights. (9 am- 6pm Local Time). This position is 40 hours per week.

Equipment needed: Computer, high-speed internet, and phone. We will provide you with a US-based phone number, email and text service.

MANDATORY FOR CONSIDERATION: With your application, please send an audio or video recording of you introducing yourself ?