Executive Assistant

Position type: Full-time

Hours: Monday – Friday, 8:30 – 5:30 CT

Location: Global (English proficiency is more important)

Salary: $

PTO: 10 days PTO + 9 U.S. holidays

Houston-based boutique consulting firm is focused on helping small to mid-size companies and professional service firms achieve their next stage of growth. The firm does this by partnering closely with existing or incoming management teams to improve the sales, marketing, HR and other back-office functions of an organization. The firm's partners frequently act as a fractional chief marketing officer and/or chief human resources officer to its clients, which requires the team to be nimble, resourceful and efficient. 

Position purpose:

This firm is excited to welcome their newest member to the team, someone who is the ultimate taskmaster and will help manage the administrative aspects of our business. This role will serve as the right-hand to the firm's partners, managing calendars and vendors. This role involves effective email and task list management, proactive communication and solid gumption. The firm is known for being highly responsive and maintaining a white-glove approach for their clientele.

Key functions:

Act as the go-to resource during standard business hours for all partner-related requests and Firm clients, as neededAct as traffic controller for firm's central project planner (Notion)Manage third-party IT support and hardware/software purchasesManages filing systemsCoordinate meetings and other client account needsImprove vendor and client onboarding workflowsTimekeeping support to partners, including certain reports in prep of bookkeeping and invoicingDropbox file organization, including general clean-up and improved permissions controlsCalendar managementFollow up and confirm upcoming appointmentsCreate templates for existing commonly used vendor, employment and other contractsQuickBooks support, including setting up new clients and vendors and supporting the drafting of invoices, when neededBook travel and research venues for Firm and client eventsDevelop itineraries, agendas and other support to past or future meetingsManage communication with tools like UpWorkResearch solutions or source potential vendors, as neededLiaise with vendors, such as the printer, on both Firm and client projectsBillable projects appropriate to the role and skill level, as assignedEmail management and organization or multiple inboxesCoordination of client gifts / ordering Work closely with the firm's contractors to efficiently and seamlessly execute on needed solutionsDevelop and maintain rapport with external vendors, such as printers, and research new resources, when neededMaintain standard operating procedures for the firm, while identifying opportunities to improve internal processes and streamline workflows, and update the firm's SOPs accordingly Maintain firmwide client mailing listManage consistent onboarding and offboarding checklistsMaintain employee policies and related handbook

Skills and Qualifications

Strong attention to detail and level of accuracyGreat interpersonal and customer service skillsEffective verbal and written communication skillsMust be responsive, punctual and organizedAt least five (5) years working in Microsoft Office products, especially Word, Excel and PowerPointAt least two (2) years working in Google Docs and/or GSheets, and QuickBooks OnlineDemonstrated experience researching and implementing effective solutionsAble to thrive and meet deadlines in a multi-tasking, highly productive environmentEnjoys professional and intellectually challenging environment to workAbility to maintain confidential information (at a high level)Confidence working in and around MS Word, Excel and PowerPoint, Dropbox, Google Suite and Canva; Adobe Suite and/or WordPress skills are valuableNatural gift for getting things done and crossing tasks off a list; references that can tout your ability to execute are requiredExceptional organizational and multitasking skillsStrong communication skills, both written and verbal, with a polished, professional demeanorResourceful in Google Workspace, including GDOCs, GSheets, Forms and developing and maintaining Google My Business profilesAbility to work independently, prioritize effectively, and anticipate the needs of the team

Key Attributes:

Detail-oriented, e.g., proofreads messages before hitting sendProactive, resourceful, and a strong problem solverAsks good questions and anticipates needs and questions from teammates. Example scenario: "For the new press release you mentioned, would it help if I researched the last one of this type and took a stab at a first draft?"Enjoys providing good customer service, such as entertaining and hospitality and/or looking out for friendsFlexible and adaptable to the evolving needs of the firm's clients

Education:

4-year college degree, preferred

Supervision: No direct reports; supervise interns; project manage contractors / vendors 

Reports to: Firm partners

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