Executive Support Coordinator

6 days ago


Cape Town, Western Cape, South Africa Somewhere Full time
About the Role

We are seeking a highly organized and detail-oriented Executive Support Coordinator to join our team at Somewhere. In this role, you will be responsible for providing administrative support to our CEO and clients, ensuring seamless communication across the team.

Key Responsibilities
  • Calendar Management: Oversee and coordinate the schedules of the CEO and clients, ensuring timely meetings and appointments.
  • Client Communications: Answer and direct incoming calls, relay messages from clients, vendors, and potential leads to support the Sales and Concierge teams.
  • Appointment Management: Manage business appointments and calendars through HoneyBook, our client management software.
  • Email Support: Assist in monitoring and organizing the business email inbox for the CEO and Sales Team, ensuring timely follow-up and prioritization.
  • Contract Management: Organize and import seasonal contracts into HoneyBook for efficient record-keeping.
  • Data Analysis & Marketing Support: Analyze and organize spreadsheet data for targeted marketing efforts and assist in data entry and maintenance within the company's marketing platform, ActiveCampaign.
  • Database & Training Management: Import and manage training manuals in the company's database and assist with compiling and organizing Business Process SOPs in dedicated software.
  • G-Suite Management: Comprehensive organization and management of the team's shared G-Suite for seamless collaboration.
  • Personal Calendar Assistance: Assist with managing the CEO's personal and family calendar to ensure smooth coordination of schedules.
  • Rental Listings Management: Create and manage Aspen Luxury Concierge's rental listings on the website and other rental platforms such as Airbnb and OwnerRez.
  • Vendor Relations: Support the maintenance of the company's preferred vendor list, ensuring updated and accurate information.
Requirements
  • Minimum 3 years of experience in administrative roles.
  • At least 2 years of hands-on customer service experience.
  • Proficiency in Word, Excel, PDF, Google Drive, Gmail, Calendar, and file management.
  • Experience with real estate and/or marketing is a plus.
  • Sales and marketing experience is a plus.
What We Offer
  • A competitive salary range of $1,500 - $2,000 per month (dependent on skills and experience).
  • A fully remote work environment with flexible scheduling.
  • The opportunity to work with a dynamic and growing company in the real estate and hospitality sector.


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