Job Description
We are seeking a highly organized and proactive Executive Assistant to support our management team. The ideal candidate will be adept at managing various administrative tasks, ensuring effective communication, and assisting in project management. This role is pivotal in maintaining operational efficiency and enhancing the overall productivity of the team.
Job Title
Executive Assistant
Work Schedule
- Afternoon shift
Job Qualifications/Requirements
- Proven experience as an executive assistant or in a similar administrative role.
- Proficiency in Google Workspace (Docs, Drive, Sites, etc.), Dropbox, and CRM systems.
- Familiarity with Buildertrend software is a plus.
- Strong communication skills, both verbal and written.
- Excellent organizational and time-management abilities.
- Ability to handle confidential information with discretion.
- Proactive, detail-oriented, and able to work independently as well as part of a team.
Job Responsibilities
- Develop and maintain document systems in Google Sites.
- Ensure all files in Google Drive and Dropbox are accurately labeled for easy access.
- Monitor and manage the company inbox 3-4 times a day, responding to common inquiries.
- Answer incoming phone calls and assist with customer inquiries.
- Respond to messages on the company Facebook page or forward them to the appropriate team members.
- Thank customers who leave reviews via email or phone.
- Prepare sales proposals and quotes as needed.
- Follow up on outstanding invoices to ensure timely payment.
- Enter new customers and orders into the company system accurately.
- Assist the manager with the onboarding process for new customers and team members.
- Ensure a smooth transition for new clients by coordinating necessary documentation and resources.
- Review tasks due daily and complete or update their status accordingly.
- Oversee the task list of other assistants and team members to ensure deadlines are met.
- Manage CRM entries and ensure data is up-to-date.
- Utilize Buildertrend software for project management and client tracking.
- Social Media Engagement:
- Comment on posts made by key contacts and actively engage with relevant content.
- Accept or decline LinkedIn connection requests on behalf of the manager.
- Assist the manager in managing their LinkedIn profile and identifying potential connections.
- Assist in tracking expenditure compared to budgetary guidelines.
- Research and identify new technology tools, summarizing findings for the manager to support decision-making.
Good luck and God Bless!