Experienced Assistant

At Creative Founders, we’re excited to offer an opportunity for a dynamic Executive Assistant. In this role, you’ll be integral to our team, providing comprehensive administrative support, managing executive schedules, coordinating meetings, and handling various office management tasks. Your efforts will directly contribute to the efficiency and success of our executive team.
Reports directly to: CEO and Management Team

ROLES, RESPONSIBILITIES, EXPECTATIONS

1. ADMINISTRATIVE SUPPORT
Responsibilities:
Manage and maintain executive schedules, including meetings, appointments, and travel arrangements.
Prepare and edit correspondence, communications, presentations, and other documents.
Handle incoming and outgoing communications on behalf of the executives.
SMART Expectations:
Specific: Ensure all executive schedules are accurately managed and updated.
Measurable: Prepare and edit documents with 100?curacy.
Attainable: Utilise organisational tools for efficient schedule management.
Realistic: Balance multiple administrative tasks while maintaining high attention to detail.
Timely: Respond to communications within 24 hours.

2. UPKEEPING THE PROJECT MANAGEMENT BOARD
Regularly update and organise the project management board for clarity and efficiency.
Coordinate with various teams to track project progress and milestones.
Track project milestones and deliverables using Notion.
Troubleshoot and resolve any discrepancies in project timelines or deliverables.
Provide regular reports on project statuses to the CEO and relevant teams
SMART Expectations:
Specific: Ensure all project milestones are tracked and updated in Notion.
Measurable: Update the board daily and resolve discrepancies within 24 hours of identification.
Attainable: Use Notion for accurate tracking and management..
Realistic: Balance multiple project updates while maintaining attention to detail.
Timely: Deliver weekly project status reports to the Creative Director.

3. MANAGING CLIENT INTERACTION AND EXPERIENCE
Responsibilities:
Act as the primary point of contact for clients, ensuring all their needs are met.
Build and maintain strong, long-lasting client relationships.
Regularly check in with clients to gauge their satisfaction and gather feedback.
Address and resolve any client issues or concerns promptly and professionally.
SMART Expectations:
Specific: Provide exceptional client service, enhancing client satisfaction.
Measurable: Maintain a client satisfaction score of 90% or higher.
Attainable: Implement feedback mechanisms for continuous improvement.
Realistic: Address client concerns within 24 hours of receipt.
Timely: Conduct quarterly client satisfaction surveys.

4. ONBOARDING CLIENTS
Responsibilities:
Develop and refine the client onboarding process for optimal client experience.
Conduct orientation sessions and provide necessary resources to new clients.
Ensure clients understand the scope of services, tools, and support available to them.
Monitor and report on the effectiveness of the onboarding process.
SMART Expectations:
Specific: Deliver comprehensive and personalised onboarding for each client.
Measurable: Complete onboarding for new clients within the first two weeks of engagement.
Attainable: Continuously update onboarding materials based on client feedback and needs.
Realistic: Customise onboarding sessions to align with different client requirements.
Timely: Regularly assess and report on the onboarding process effectiveness quarterly.

5. DEALING WITH OVERDUE PAYMENTS
Responsibilities:
Monitor and follow up on overdue payments from clients.
Communicate with clients regarding outstanding invoices and payment plans.
Coordinate with the finance department to resolve payment issues.
Maintain accurate records of client payment statuses.
SMART Expectations:
Specific: Ensure all overdue payments are monitored and followed up promptly.
Measurable: Achieve a resolution rate of 90% for overdue payments within 30 days.
Attainable: Use efficient communication tools and strategies to follow up on payments.
Realistic: Balance payment follow-ups with other administrative tasks.
Timely: Follow up on overdue payments within 48 hours of identification.

TOOLS WE USE
Notion: For project management and tracking milestones. Candidates must be proficient in using Notion to maintain and update project boards, create workflows, and support team members.
Google Workspace: For preparing and editing documents, spreadsheets (Google Sheets), presentations, scheduling, emails, and cloud storage.
Communication Tools: Such as Slack and Zoom for internal and external communications.

QUALIFICATIONS:
Proven experience as an Executive Assistant or similar role.
Excellent organisational and time-management skills.
Strong written and verbal communication skills.
Proficiency in Google Workspace and Notion.
Ability to multitask and prioritise effectively.
Discretion and confidentiality.
Attention to detail and problem-solving skills.
Bachelor’s degree or equivalent experience preferred.

Please attach your resume or portfolio on your application.