Executive Assistant

Description:

Supervisory Responsibilities: None

Location: On-site/Vandalia Office

Primary Duties and Responsibilities:

• Adds new clients into the CRM system and checks account status as needed.
• Enters clients’ exhibits and shows data into the eManagement system as needed.
• Scheduling appointments, meetings, and travel arrangements.
• Ability to provide excellent customer service to clients, employees, and visitors.
• Serves as the primary contact for visitors (scheduled or drop-in).
• Handling inquiries and professionally resolving issues.
• Flexibility to handle changing priorities and tasks.
• Ability to adapt to new technologies and software.
• Resourcefulness and the ability to solve problems independently.
• Quick decision-making in fast-paced environments.
• Understanding the importance of maintaining confidentiality.
• Handling sensitive information with discretion.
• Willingness to take on additional responsibilities without constant supervision.
• Maintaining a polished and professional appearance and demeanor.
• Upholding ethical standards and company policies.
• Ability to identify issues and find practical solutions.
• Thinking critically to anticipate potential challenges.
• Adds new clients into the CRM system and checks account status as needed.
• Updates show calendar with updated shows.
• Provides support in creating and assembling client proposals, RFPs, and presentations as time permits.
• Prepare and maintain client and project-specific contracts.
• Create and maintain sales operations reports such as Lead Trackers, pipeline reports, and quarterly projections.
• Organize and coordinate large departmental or company-wide meetings, such as company meetings and monthly sales meetings.
• Coordinate and organize travel arrangements, including booking flights, accommodation, and transportation.
• Show calendar projection comparisons and analysis.
• Gathering information for reports and presentations
• Other duties as may be assigned.

Requirements:

Education and/or Experience:

• High school diploma/GED and five (5) years of experience.
• Advanced level in office software (Microsoft 365, Google, HubSpot, etc.).
• Strong experience in supporting C-Suite and Senior leadership teams.
• Confidentiality is critical in this role.

General Skills:

• Communication Skills: Strong written and verbal communication skills. Ability to convey information clearly and concisely.
• Organizational Skills: Excellent organizational and multitasking abilities. Efficient time management to handle multiple tasks and deadlines.
• Mathematical Skills - Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; Ability to calculate figures and amounts such as discounts, interest, and percentages.
• Reasoning Ability – Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Physical Demands: May sit for long periods and work at a computer. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.