Executive Administrative Assistant

The Transformation Company

Executive Admin Asst

Job Overview/Description

Hours: Part Time – up to 25 Hours Per Week/5 hours per day

8AM – 1PM

Job Overview -

The Transformation Company’s Exec Admin Asst position main role to is serve our existing business clients as related to customer service, scheduling and confirming meetings, billing, and tracking key client performance metrics. In addition, this role supports client acquisition/sales activities and processes, including prospect lead management and sales process tracking to conversion to clients. For all new clients this position oversees the client onboarding process.

A key to success in this position is to be an effective and organized communicator who can multi-task and manage changing daily priorities effectively and efficiently.

Key Roles/Responsibilities:

Front Desk Receptionist

Heavy Client, Meeting and Event Scheduling

Client Quarterly Planning Meeting Scheduling, Planning, Prep and Coordination

Event Webinars and Workshop Logistics Coordinator

Weekly and Monthly Reports and Key Document Management

Monthly Invoice Verification, Tracking and Accounts Receivable

Provide a Daily Update Report

Monthly Accounting Meeting Prep and Reports

CC processing for Clients

Accounts Payables

Profile Admin, Monitoring and Tracking

Client Customer Service

Lead Acquisition and Prospect Process Coordination and Tracking

1st 90 Days New Client Onboarding Process

Website and Social Media Admin/Coordination

Travel Scheduling, Logistics, Coordination and Expense Reporting

Admin of all Company Business Services and Support Vendors and Providers

Tenant Sub-lease Coordination, Monthly Rental Collections and Communication

Ordering and Tracking Required Office Supplies

Detailed Job Description:

Receptionist:

1. Answer and return phones/messages in a timely and prompt manner
2. Maintains all phone and voice-mail systems
3. Manage all office correspondence and communication
4. Create and Maintain database of contacts and activities
5. Schedule and coordinate all appointments

Office Admin:

1. Maintain business files and develop systems
2. Coordinate Schedules and Activities
3. Daily e-mail updates on status of key priorities, successes, key activities
4. Weekly Update Meetings to track all key firm activities/schedules
5. Provide Weekly/Monthly Sales/Revenue and Receivable Forecasts
6. Weekly/Monthly/Quarterly tracking of Key Performance Indicators (KPIs) of the Practice
7. Conduct Periodic Client Performance Surveys
8. Purchase supplies/books/marketing collaterals and maintain inventory levels
9. Create processes and procedure manual for Business Manager’s position.
10. Maintain proper functioning of computer and office equipment and interfaces with outsourced IT, Communications and Support Providers

Event, Webinar and Workshop Coordinator:

1. Manage all event/presentation/speaking logistics
2. Coordinate all registration/payment processes
3. Prepare required marketing materials
4. Ensure rooms are pre-set and organized for events
5. Conduct appropriate event follow-ups with prospects
6. Coordinate event post-mortem (like best/next time)

Accounts Receivables/Payables

1 Insure all bills are paid in a timely basis

2 Ensure all monthly client invoicing is confirmed and done within 1st – 3 business days each month

3 Begin all receivables collection and tracking in week 2 each month

4 Process all CC payments on schedule

Prospect Process Management

1. Tracks all prospect leads

2. Collects lead source information

3. Loads prospect contact information into Outlook

4. Creates prospect lead files

5. Does basic market research on all new prospects (includes web research/website/database analysis/Google searches)

6. Tracks 13 step sales process

7. Ensures keys sales process steps are executed

8. Ensures all meeting and steps are done in a timely basis

Customer Care and Management

1. Create and maintain all client calendars/schedules
2. Manage all client files and correspondence
3. Assist in create customer/client management process
4. Assist in client communications
5. Insure excellent client follow-up and service
6. Insure all written/video/audio client testimonies are documented and secured
7. Develops, coordinates, and delivers WOW experience for all clients
8. Tracking the coaching process and key checklists

Website and Social Media Coordination

1. Updates The Transformation Company website with content/client testimonies/events/videos as appropriate and as directed
2. Coordinate and update all social media sites with content/PR/videos/events as required.
3. Interface with all outsourced social media resource contacts as needed

Travel Coordination

1. Coordinate all travel to minimize cost and maximize time and schedule
2. Provide and track all itineraries for all trips
3. Timely communication and coordination of all details and travel changes

Other duties and responsibilities – as needed and required

Key Measurements of Job Success:

• Schedules being set, being confirmed, and then being met on a timely and required basis
• All reports done on-time and as required
• Client satisfaction and timely problem/issue resolution
• Proactive communication to owner
• Monthly outstanding receivables collected 100% within each month
• Ideas suggested and implemented to streamline the position
• All Client Coaching schedules being initially set and then at a minimum of 2 months in advance
• Client Quarterly Planning Meetings (QPMs )set on a 1 yr. rolling basis in advance
• Travel Itineraries done 2 weeks prior of travel dates and all itinerary details communicated 48 hrs. prior to travel date
• Travel expenses submitted to clients after travel within 2 business days
• Strong relationships built and maintained with all key client contacts: including owners, key leadership members and accts payable key points of contact

Skills and Experience:

ü 5-10 years of Exec Admin experience

ü Heavy scheduling experience in prior roles and positions

ü Ability to work independently on a small team

ü Excellent organization and prioritization skills

ü Ability to operate and be adaptable in a high-change and multi-task environment

ü Professional people, relationship, and communication skills

ü Ability to build relationships with prospects and clients

ü Strong time (self) management skills

ü Meets deadlines and proactive communicates and issues and challenges

ü Tech savvy, works well with all types of technology and can adapt to new tech as required

ü Strong listening Skills

ü Detail and process-oriented

ü Critical thinker and proactive problem-solver

ü Ability to manage multiple projects and orchestrate/coordinate events

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