Executive Assistant
Description
Zipdev is looking for a talented Executive Assistant to join our remote team and collaborate with a US-based client. If you love helping people, putting moving puzzle pieces together is your jam, and your problem-solving skills are on point. Sound like you? We’re searching for an Executive Assistant with a knack for building relationships, excellent organizational skills, and the ability to keep things running smoothly in a fast-paced environment.
The successful candidate will provide administrative, sales, and operations support to the CEO, working under his direction.
Role & Responsibilities:
- Directly support the CEO with administrative tasks and special projects, using a proactive mentality and exceptional attention to detail.
- Performs general administrative duties.
- Organizes meetings and other special events – Quarterly staff get-togethers, monthly lunches, annual sales meetings, etc.
- Assist with calendar, appointment setting, and time management
- Interact with other Directors and Managers and assist with tasks as needed
- Provides database management by updating spreadsheets and systems such as HubSpot, Sales Team Pipeline, Customer Listings, Sales Rep Contact Lists
- Provide backup support for SAGE Accounting, Order Entry, and Customer Service for the Customer Service team.
- Run measurable indicator reports and follow up with employees for updates on outstanding items related to the sales, operations, and financial teams.
- Holiday planning w/ Vendors and working with HR and CEO on getting customer gifts.
- Maintain and manage all email blast contacts in Excel and the company CRM, HubSpot.
- Manage internal admin purchases, stationery, etc.
- Arrange and manage the CEO’s travel arrangements and schedule.
- Oversees special projects and provide support to the Sales and Operations Team as needed.
- Assist the CEO by filling out all sample request forms.
- Create PPT presentations.
- Accurate and timely follow-up with customers, leads, opportunities, and internal staff.
- Tracking order progress with the Corporate Support Manager.
- Trade Shows: Support and assist Sales Team preparation.
- Maintain accurate staff records and updated emergency response and other contact lists.
Requirements
- 4+ years of progressive administrative support experience with at least one-year supporting executive level.
- Proficiency in Microsoft Office software: Word, Excel, PowerPoint, Outlook 365.
- Strong written and verbal communication skills.
- Effective organizational and problem-solving skills.
- Experience composing professional emails, etc.
- Team player, willing to jump in where needed, wear multiple hats throughout the day if need be to support the CEO and his team.
- Well-organized and detail-oriented
- Quick learner, able to pick up new software systems and processes quickly
- Creative and willing to share ideas
- Strong customer service skills
- Takes initiative and can prioritize tasks
- Thrives in a fast-paced, busy work environment
- Able to observe strict confidentiality
- Desire to learn from exceptional leadership in a support role
- Our Recruitment Process
- Video Interview
- 20-minute take-home skills test
- 30-minute Call with the Recruiter (project, benefits, etc.)
- Interviews directly with the client (depending on the project the # of interviews may vary, this may include an assessment)
- Final Offer
Benefits
- Work Remote Monday - Friday, 40 hours a week (no weekends)
- Vacation: 10 business days a year
- Holidays: 5 National Holidays a year
- Company Holidays: 5 Company Holidays a year (Christmas Eve, Christmas Day, New Years Eve, New Years Day, Zipdev Day)
- Parental Leave
- Health Care Reimbursement
- Active Lifestyle Reimbursement
- Quarterly Home Office Reimbursement
- Payroll Deduction Purchase Plans
- Longevity Bonus
- Continuous Learning Bonus
- Access to Training and Professional Development Platforms
- Did we mention it's REMOTE?!!