Senior Executive Assistant

PLEASE READ BEFORE APPLYING

If you feel like you are a good candidate, please fill up our application form using this link: Click to view/forms/98cb513b26df9f0e1f916e59009858dc?r=use1

This position requires the candidate to embody our company’s core values as well as have demonstrated exceptional self-initiative, attention to detail, follow-through, excellent communication, and proactive customer-centric actions consistently.

The role of the Executive Assistant is to empower executive(s) by providing assistance in 5 major areas and free the Executive(s) to do their most effective work. These 5 areas are:

1. Assisting in managing the Executive’s email, both internal and external communications
2. Managing the internal project management software including accountability, training, and visibility for the entire team
3. Managing many of the sales and marketing activities
4. Managing weekly meetings and certain client deliverables and assistance in managing the Executive’s calendar
5. Providing other administrative assistance as needed

Managing the executive’s email includes categorizing, responding to those requesting simple information or meetings as deemed appropriate by you and the executive, and ensuring the executive follows up on critical issues/emails daily.

Managing the internal project management software includes monitoring daily, providing accountability role to the team to ensure compliance by all, adding and editing projects as needed, and ensuring visibility in the office and to those remote with dashboard reporting and display on the screen in the office, offering any ideas and suggestions for improvement.

Managing meetings and the executive’s calendar includes eventually being the sole person scheduling business events on their calendar, and initiating new events/meetings with internal and some clients and potential clients. Confirming appointments and ensuring all attendees are included in invites, as well as any necessary logistics for the meeting (i.e., zoom links, meeting room logistics, agendas, technical support needed, etc.) are all set. It also entails establishing a daily schedule with the executive to cover all agenda, email, and administrative tasks completed and planned.

Managing sales & marketing activities includes ensuring the firm’s CRM (currently an Excel sheet prescribed by SIAP) is kept current with activities the executive has planned or performs and proactively informing the executive of tasks coming up. This also includes assistance with proposals, client contracts, coordinating client billing changes, and reporting key business development scorecard items within Traction Tools (the management team EOS software tool).

Administrative assistance includes taking the initiative to assist the executive in other matters to make them more effective and the client and associate experiences at the highest level possible.

Duties & Responsibilities:

Executive Assistants generally ensure the smooth running of the office, working both on a one-to-one basis with the executives and also on a wider basis with the internal and external clients.

Includes the following, and other responsibilities may be assigned:

– Acting as the point of contact between the executives and internal or external colleagues
– Organizing meetings and booking meeting rooms/zoom links / any other logistics or arrangements
– Handling correspondence directed to managers/team members
– Taking meeting minutes and sending them to meeting members, ensuring related follow-up is adhered to by all.
– Producing reports and presentations, including new client proposals, and client contracts, coordination of signing of service contracts, and coordinating new client billing and billing adjustments
– Maintaining the current production software and filing database, and looking for ways to improve current systems

Required Skills / Experience:

– Prior experience as an executive assistant to a “C” level or leadership team member(s)
– Hands-on experience with project management software and CRM applications
– Highly skilled with Microsoft Office suite of products (word, PPT, Excel, Outlook, etc.)
– Excellent organization skills, attention to detail
– Ability to multi-task and prioritize tasks
– Excellent time management skills
– Excellent verbal and written communication skills
– Ability to maneuver various software and learn new software
– Professional discretion
– Ability to maintain a high level of confidentiality
– High level of emotional intelligence

Recommended Skills / Experience:

– Hands-on experience with Quick Books, Traction Tools, JetPack, Sage Intacct
– Bachelor’s degree or equivalent experience

How you know this job is for you:

– You are comfortable solving new and sometimes ambiguous challenges. You do not get flustered easily. If you do not find the answer right away, you keep digging until you find it
– You like meeting and working with new people. You are comfortable engaging with people at all levels in an organization. You speak eloquently yet exude authenticity and trustworthiness
– You are motivated and driven to deliver value. You take ownership of your responsibilities and follow through on all client, executive, and associates’ requests and questions
– You are comfortable with change and multitasking. You enjoy learning new concepts and are quick on your fee. When things change, you know how to “roll with the punches”
– You understand the effectiveness of your role and responsibility is exemplified in the effectiveness of the Executive you work with. You strive to make both yourself and the executive better
– You embody a high level of emotional intelligence and consistently strive to elevate your way of being. You have a good sense of humor, you do not take yourself too seriously, and are not easily offended

Working Conditions:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this job description are representative of the knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable this job to be performed remotely/offsite.

A typical day in the life of an Executive Assistant might include:

– Checking executive emails for urgent and last-minute changes.
– Touching base with the executive to go over emails and calendaring events
– Ensuring calendars are up to date, conflict-free, meetings confirmed, and logistics for meetings complete
– Responding to emails on behalf of the executive or via yourself 3-4 times per day
– Working on assigned tasks and projects
– Accessing reporting portals as requested to assist in various reporting requests from clients & executives
– Scheduling and facilitating client, potential client, or internal team meetings
– Follow up on tasks with internal team members and external clients or strategic partners
– End of the day touch base with the executive to review the day and plan the next