Executive Assistant -0009

Position type: Full-time

Hours: Monday - Friday, 8:30 - 5:30 CT

Location: Global (English proficiency is more important)

Salary: $1200 - 1800

PTO: 10 days PTO + 9 U.S. holidays

Houston-based boutique consulting firm is focused on helping small to mid-size companies and professional service firms achieve their next stage of growth. The firm does this by partnering closely with existing or incoming management teams to improve the sales, marketing, HR and other back-office functions of an organization. The firm’s partners frequently act as a fractional chief marketing officer and/or chief human resources officer to its clients, which requires the team to be nimble, resourceful and efficient.

Position Purpose This firm is excited to welcome their newest member to the team, someone who is the ultimate taskmaster and will help manage the administrative aspects of our business. This role will serve as the right-hand to the firm’s partners, managing calendars and vendors. This role involves effective email and task list management, proactive communication and solid gumption. The firm is known for being highly responsive and maintaining a white-glove approach for their clientele.

Key Functions

• Act as the go-to resource during standard business hours for all partner-related requests and Firm clients, as needed
• Act as traffic controller for firm’s central project planner (Notion)
• Manage third-party IT support and hardware/software purchases
• Manages filing systems
• Coordinate meetings and other client account needs
• Improve vendor and client onboarding workflows
• Timekeeping support to partners, including certain reports in prep of bookkeeping and invoicing
• Dropbox file organization, including general clean-up and improved permissions controls
• Calendar management
• Follow up and confirm upcoming appointments
• Create templates for existing commonly used vendor, employment and other contracts
• QuickBooks support, including setting up new clients and vendors and supporting the drafting of invoices, when needed
• Book travel and research venues for Firm and client events
• Develop itineraries, agendas and other support to past or future meetings
• Manage communication with tools like UpWork
• Research solutions or source potential vendors, as needed
• Liaise with vendors, such as the printer, on both Firm and client projects
• Billable projects appropriate to the role and skill level, as assigned
• Email management and organization or multiple inboxes
• Coordination of client gifts / ordering
• Work closely with the firm’s contractors to efficiently and seamlessly execute on needed solutions
• Develop and maintain rapport with external vendors, such as printers, and research new resources, when needed
• Maintain standard operating procedures for the firm, while identifying opportunities to improve internal processes and streamline workflows, and update the firm’s SOPs accordingly
• Maintain firmwide client mailing list
• Manage consistent onboarding and offboarding checklists
• Maintain employee policies and related handbook

Skills And Qualifications

• Strong attention to detail and level of accuracy
• Great interpersonal and customer service skills
• Effective verbal and written communication skills
• Must be responsive, punctual and organized
• At least five (5) years working in Microsoft Office products, especially Word, Excel and PowerPoint
• At least two (2) years working in Google Docs and/or GSheets, and QuickBooks Online
• Demonstrated experience researching and implementing effective solutions
• Able to thrive and meet deadlines in a multi-tasking, highly productive environment
• Enjoys professional and intellectually challenging environment to work
• Ability to maintain confidential information (at a high level)
• Confidence working in and around MS Word, Excel and PowerPoint, Dropbox, Google Suite and Canva; Adobe Suite and/or WordPress skills are valuable
• Natural gift for getting things done and crossing tasks off a list; references that can tout your ability to execute are required
• Exceptional organizational and multitasking skills
• Strong communication skills, both written and verbal, with a polished, professional demeanor
• Resourceful in Google Workspace, including GDOCs, GSheets, Forms and developing and maintaining Google My Business profiles
• Ability to work independently, prioritize effectively, and anticipate the needs of the team

Key Attributes

• Detail-oriented, e.g., proofreads messages before hitting send
• Proactive, resourceful, and a strong problem solver
• Asks good questions and anticipates needs and questions from teammates. Example scenario: “For the new press release you mentioned, would it help if I researched the last one of this type and took a stab at a first draft?”
• Enjoys providing good customer service, such as entertaining and hospitality and/or looking out for friends
• Flexible and adaptable to the evolving needs of the firm’s clients

Education

• 4-year college degree, preferred

Supervision: No direct reports; supervise interns; project manage contractors / vendors

Reports to: Firm partners