The Executive Assistant is deeply committed to supporting the team lead in anything and everything. This individual has top-notch phone and written skills. They are super organized, detail-oriented, and operate with a high sense of urgency. They will embrace our core values of LEAD and will be excited to grow their own skills to develop into a leader within the team.
Core Values:
· Lead by example
· Embrace accountability
· Attitude is everything
· Deliver excellence
ESSENTIAL FUNCTIONS
· Track internal metrics for team utilizing excel tracker. Strong knowledge of Excel is required
· Managing team lead’s calendar on Outlook
· Manage team lead’s Outlook email inbox and respond accordingly
· Put together sales presentation packets and prepare meeting collateral utilizing Word and or Canva tools (team, networking partners, and client)
· Document and update team processes and handbooks; disseminate notes/assignments to team
· Update and maintain company CRM (client relationship management system) records, reports, and call notes; find ways to make team more organized and efficient
· Prep for team lead’s day (review and print calendar, reports, thank you notes, etc)
· Manage gifting programs
· Plan and manage client events
· Create and manage marketing (collateral, mailers, videos, and social media)
· Manage front of house -prepare office each day, prepare for in-office meetings, answer phone, and manage office supply/food orders
· Complete personal assistant duties as assigned (errands, travel accommodation, etc)
SKILLS
· Embody a team first mentality
· Highly organized and task-oriented
· Calm under pressure – the steady hand in a storm
· Excellent interpersonal skills, with strong written and verbal communication skills
· Ability to build effective relationships with clients and team members
· Ability to exercise independent judgment, proactive & ability to make decisions before they are asked
· Ability to prioritize conflicts and effectively manage multiple projects and assignments under time constraints and changing priorities
· Willingness to work a flexible work schedule at times
MINIMUM REQUIREMENTS
· 2 years Associate Degree preferred not required
· 5+ years of work experience
· Ability to manage relationships contractors, staff, and vendors
· Proficient knowledge of MS Office programs, including Outlook, Word, and Excel.
· Proficient knowledge of a CRM & data entry experience
· Proficient knowledge of office equipment (phone system, printer/fax, etc)
· Real Estate license or ability to obtain one within agreed upon time
· Compensation for acquiring real estate license will be covered
PHYSICAL DEMANDS AND WORKING CONDITIONS
Working conditions are primarily in an office environment. Will be asked to attend some after hour and weekend work/events.
COMPENSATION
Paydays are the 5th and the 20th of each month. Compensation is to be dependent on experience.
MILEAGE
The Client Coordinator will be reimbursed for mileage at the current IRS rate and will be adjusted as needed for all company approved travel. Mileage form will be provided by company.
VACATION & SICK
After completion of a 3-month probationary period, each team member is eligible for 10 days sick leave and vacation time (in total) per year. The first year shall be pro-rated from the time that the probation period ends through the end of that calendar year. The following calendar year, the employee shall be eligible for full sick and vacation leave (up to 10 days in total). Time off allocated for vacation and sick leave may be used for either vacation or sick leave as needed and does not roll over to the following year.
HOLIDAYS & HOURS OF OPERATION
Hours of operation are from 8:00am to 5:00pm Monday – Friday.
The Office will be closed, and these Holidays will not count against personal days off:
New Year’s Day
President’s Day
Martin Luther King Jr Day
Memorial Day
Juneteenth
Independence Day
Labor Day
Thanksgiving Day
Day after Thanksgiving
Christmas Eve/or day after Christmas (depending on calendar) Christmas Day
Pay: $40,000.00 - $60,000.00 per year
Benefits:
Education:
Experience:
- work : 5 years (Required)
License/Certification:
- Real Estate License (Preferred)
Work Location: In person
