Executive Assistant

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  • Full-Time
  • Milwaukee, WI
  • Job Type Details: We are looking for an Executive Assistant to join our high-impact team.

Executive Assistant

Overview:

The Executive Assistant (“EA”) is a critical team member whose primary objective is to provide strong follow-through, support, and management on the execution of administrative tasks, operational items, engagement coordination, and large-scale projects. Moreover, the EA will primarily support the Chief Change Agent, in addition to other executives. The EA requires cross-department collaboration, high attention to detail, and the skill to anticipate problems.

Top 5*:

  1. Executive Assistant to Chief Change Agent, Deanna Singh
  2. Speaking Engagement Coordination
  3. Frontline Customer Care
  4. Calendaring for Executives

*Top 5 refers to the top 5 essential duties this position is responsible for fulfilling – these are the primary items they are accountable for. This individual has complete ownership of completing, maintaining, and improving the duties in their Top 5.

Top 5 Overview:

Executive Assistant to Chief Change Agent, Deanna Singh

  • Manage the Chief Change Agent’s email inbox daily and reply on her behalf
  • Meet with the Chief Change Agent once each week
  • Proofread and edit content as needed
  • Schedule meetings in accordance with the Chief Change Agent’s model calendar (the model calendar outlines how the Chief Change Agent spends every minute of her working days)
  • Act as gatekeeper for all the Chief Change Agent’s calendars, ensuring there is no overlap, and removing (plus anticipating) obstacles
  • Schedule travel logistics and related accommodations
  • Maintain 48-hour response time to all inquiries received through the Chief Change Agent’s inbox.

Speaking Engagement Coordination

  • Coordinate details for all speaking engagements, at least 35 each year. This task is much like an event planner – it includes:
    • Act as a liaison between the client and our engagement facilitator(s)
    • (Virtually) manage virtual, hybrid, and in person engagements to ensure a smooth engagement and proactively resolve any problems
    • Manage internal timelines on engagement activities, progress, status, and post-engagement duties
    • Help prepare or proofread presentation materials
    • Collaborate with the client to manage registration, presentation materials, floor plan, run of show, pre and post engagement surveys, answer questions on behalf of the facilitator(s), etc.
    • Schedule calls between the client and the facilitator(s) to review engagement content prior to the engagement date
    • Assist in ensuring engagement marketing details are shared between the client and our internal marketing team
    • Coordinate travel logistics and related accommodations for the facilitator(s)
    • Ensure engagement data that is collected is being properly captured and stored in the CRM
    • Other duties as needed.
  • Participate as a breakout room moderator or facilitator for small scale speaking engagements
  • Act as production back-up for large scale virtual events/conferences, as needed.

Administrative Support

  • Send team gifts and client gifts
  • Provide occasional operational support, primarily with technology and process development
  • Create agendas, take notes, and assist with the development and improvement of meeting materials for monthly all hands (team) meetings
  • Maintain SOPs for the EA role, updating with new information as needed or on a quarterly basis.

Frontline Customer Care

  • Manage of customer facing inboxes such as connect@upliftingimpact.com and info@upliftingimpact.com
  • Manage LinkedIn inbox for Uplifting Impact as well as two executives
  • Answer main office phone
  • Relay messages to appropriate departments
  • Respond to online chats received from customers via Hubspot and resolving requests immediately
  • Maintain 48-hour response time to all customer inquiries.

Calendaring for Executives

  • Schedule for all executives on the leadership team (currently 4 individuals)
  • Act as gatekeeper for all calendars, ensuring there is no overlap, and removing plus anticipating obstacles
  • Schedule travel logistics and related accommodations.

Company Expectations

  • Attend monthly all hands (team) meetings
  • Attend weekly meetings with the Administrative Director, Chief Change Agent, plus for any additional collaborations
  • Anticipate and solve roadblocks
  • Proactively communicate both externally and internally
  • If capacity exists, help with or manage special projects
  • Maintain, improve, and build processes
  • Exercise mental health days or time away from the office to do what brings you joy outside the office!

Supervisory:

Administrative Director

Compensation:

$28 to start

Benefits: Paid Holidays plus free registration to the Bridge Builder Institute.

Availability:

The EA is estimated to work 32-hours per week regularly, with ability to flex for increased hours as needed and as approved. The EA should maintain a consistent schedule and must be available for weekly team meetings while they are working. We operate Monday through Thursday, within the general business hours of 9am-5pm CT. We ask all staff to especially be available between 12-5pm CT for cross team collaboration.

Required Skills & Knowledge:

  • Fluent and strong command of the English language and grammar
  • Experience with G-Suite, MS Office, and Zoom
  • Experience with Hubspot CRM, ClickUp, Shopify, QBO, and social media platforms
  • Demonstrated ability to meet deadlines and manage multiple tasks or projects in a timely manner with constantly shifting priorities
  • Excellent communication, particularly with customer service
  • Ability to complete work independently with limited oversight
  • Minimum of 3+ years of direct EA experience or equal experience.

Send your resume to:

lorena@hrsherpaz.com

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