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*:
- Executive Assistant to Chief Change Agent, Deanna Singh
- Speaking Engagement Coordination
- Frontline Customer Care
- 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: