Executive Assistant - The People Perspective

Position Overview:

The Executive Assistant for the sales department provides comprehensive support, playing a crucial role in ensuring efficient operations and effective communication within our organization. Working closely with executives to handle a variety of administrative tasks and act as a trusted partner in managing schedules and priorities. This role requires exceptional multitasking abilities, outstanding interpersonal skills, and a proactive approach to problem-solving.

Key Responsibilities:

• Calendar Management: Maintain and coordinate complex calendars (with time zone consideration), including scheduling appointments, and meetings. Ensure all commitments are well-planned, efficiently organized, and prioritize conflicting demands effectively.
• Communication Management: Serve as a primary point of contact for internal and external stakeholders, representing executives in a professional and courteous manner.
• Manage correspondence, emails, and phone calls, responding on behalf of the executive as requested. Prepare and distribute memos, letters, spreadsheets, reports, and other documents as needed.
• Information / Research Management: Collect, analyze, and summarize data to facilitate decision-making processes. Conduct research, compile reports, and prepare presentations for executive meetings. Maintain confidentiality and handle sensitive information with utmost discretion.
• Administrative Support: Handle various administrative tasks, such as preparing expense reports, processing invoices, coordinating logistics for meetings, conferences, and events, and maintaining office supplies and equipment. Take minutes and follow up on action items during meetings.
• Project Support: Assist with special projects, initiatives, and presentations as assigned by executives. Collaborate with cross-functional teams and stakeholders to ensure project milestones and deadlines are met.
• Relationship Building: Cultivate and maintain positive relationships with internal and external stakeholders, including staff, clients, vendors, and partners. Act as a reliable liaison between executives and other team members.
• Efficiency Enhancement: Continuously identify opportunities to streamline processes, improve efficiency, and enhance overall effectiveness. Propose and implement innovative solutions to optimize workflow and maximize productivity.
• Shipping/Receiving Management: Prepare and ship materials to clients in a timely

  manner.

• Meeting Coordination: Organize and facilitate meetings (both in-person and virtual) This includes agenda preparation, document distribution, logistical arrangements, and taking accurate meeting minutes. Follow up on action items and ensure timely completion of tasks.
• Supply Ordering: Manage inventory and place orders for office supplies, equipment, and other necessary materials required by the office. Maintain accurate records of orders, invoices, and expenses related to supply procurement.
• Meeting Catering: Plan and order food for staff events as needed.

  Qualifications and Skills:

• Demonstrates and lives out our core values.
• Proven experience as an Executive Assistant or similar role, supporting high-level

  executives or management.

• Exceptional organizational and time management skills, with the ability to prioritize and meet deadlines in a fast-paced environment.
• Proficient in using productivity tools, such as Microsoft Office Suite (Word, Excel,
• PowerPoint), calendar management software, database software, email clients and CRM(HubSpot experience preferred).
• Strong attention to detail and problem-solving abilities.
• Ability to handle confidential information with discretion and maintain a high level of

  integrity.

• Excellent interpersonal skills, with the ability to build relationships at all levels.
• Flexibility and adaptability to handle changing priorities and urgent requests.
• Proactive mindset, with the ability to anticipate needs and provide proactive support.
• Bachelor's degree in business administration or a related field (preferred).
• MacBook experience preferred