Executive Coordinator

This position is responsible for greeting people contacting Prisma by phone or in person plus supporting the Executive team. Candidate must have excellent verbal and written communication skills, strong computer skills, be organized, and detail oriented. As a representative of Prisma and the Executive team, all communication, personal appearance and interactions must be professional. The ideal candidate is entrepreneurial, energetic, organized, personable, continuously learning, and customer focused.

Duties

• Answer and route phone calls from the main phone number, plus greet visitors professionally.
• Manage day-to-day schedule for CEO.
• Update CRM, HubSpot, for Executive team.
• Manage and distribute event tickets to clients.
• Schedule meetings, travel and other arrangements for Executive team.
• Create and send business correspondence for Executive team, including marketing materials to prospective clients.
• Organize and order breakfast/lunches for sales, managers or Executive team for meetings and special occasions.
• Assist with any special projects for the Executive team.
• Make travel arrangements for others at Prisma as needed.
• Maintain and order office supplies. Investigating cost-saving options is always encouraged.
• Edit and distribute current phone list once a month.
• Work in a team-orientated environment, assisting others as time permits.

Position Structure:

The position’s responsibilities are demonstrated and achieved by following the above duties and requests. The position will interact with others regularly, so self-awareness and task management are needed day-to-day. Periodic reviews with stake holders may be needed to keep longer projects on track. The position interacts with the Executive team daily and reports to the Director of Client Services.

To perform this job successfully, an individual must be able to perform each essential duty fully. Accurate information and close attention to detail are required. Successfully working in a time-sensitive environment will be an attribute for a candidate, as well as flexibility. The person should be computer literate, and must be able to use our phone system, Excel, Word, email and be able to quickly learn our programs. Having an upbeat and positive outlook are needed.

Experience:

2-3 year’s work experience in a fast-paced, detailed environment, is recommended.

Education:

High school diploma or equivalent

Language and other skills:

Professional and business written and verbal skills are required, both client-facing and within the company. Organization and follow through are essential for success. Basic math skills are also needed.

Performance Measurements:

• Possess and maintain a good attendance record
• Self-motivated and ability to work independently
• Perform all assigned duties in a timely manner
• Demonstrate good problem-solving skills
• Ability to interpret information quickly and react to time-sensitive situations
• Organization requests and tasks continually for success
• Cooperation and willingness to help others accomplish their objectives