High Level Executive Assistant

Overview

Looking for full-time work (8 hours/day)

at $7.00/hour ($1,232.00/month)

Associates degree

Last Active

November 21st, 2024 (2 days ago)

Member Since

February 15th, 2015

Profile Description

JobTread Certified for the following:
- JobTread Certified - Project Manager
- JobTread Certified - Estimator
- JobTread Certified - Bookkeeper
- JobTread Certified - Administrator

o Point of contact for general communications with the CEO and plays an integral role in keeping the operations running smoothly.
o Handles and processes reports, invoices, and other documents (statements, invoices, notes, credit memos and receipts).
o Right-hand man, handling scheduling, correspondence, and other administrative duties with efficiency and professionalism.
o Ensures financial records are accurate and up-to-date, allowing the CEO to make informed decisions for the future of the businesses.
o Utilizing technological tools and software and managing sensitive matters with a high level of confidentiality and discretion, especially decisions that have a direct impact on the company's operations.
o Excellent communication and time management skills; proven ability to meet deadlines.
o Performs accounting tasks and sends salary payments to the company owners and provides complete administrative support like managing the social media platforms of the businesses (LinkedIn, Facebook, Instagram).
o Ability to function well in a high-paced environment; performs additional duties as assigned by the CEO.
o Complete ad-hoc projects as assigned – such as personal events and/or family needs.

Administrative
o Reviewing proposals and landscape designs from architects, matching them to plant schedules.
o Garden center scheduling and creating job tickets.

Service Delivery
o Executing on the tactical aspects of client service delivery as directed by the CPO.
o Managing campaigns, system integrations, and other client-specific tasks.
Performance Tracking
o Monitoring and reporting on the performance of campaigns and other service deliverables.
o Providing data and insights to support performance analysis and improvement. Documentation
o Documenting processes, client configurations, and campaign setups for future reference.
o Assisting in creating and maintaining a knowledge base to support continuous learning and process improvement.

Customer Service Advisor
o Face of the brand, speaking to customers, helping on the phone or online, or completing administrative tasks to help everyone manage their money better. 
o Set up and maintain customers' accounts. 
o Promote and sell financial products and services to customers and use the IT system to update account details. 
o Handle customers' financial transactions, including cashing cheques, completing money transfers and opening and closing accounts.

Accounting/Bookkeeping
o Send payment summaries and Superannuation statements to customer, suppliers, and accountant. 
o Invoice creation and reconciliation.
o Budget and expense tracking. 
o Collect payments through customers. 
o Maintain financial spreadsheets and records.
o Filing and review of payroll documents. 
o Create quarterly and annual reports as well as presentations. 
o Management of XERO accounting platform (reconciliation, payroll, and add supplier and customer invoices). 

Sales
o Determine and contact potential customers to discuss business opportunities.
o Prospective customers' contact information information should be added to the customer database. 
o Perform daily tasks in accordance with the work plan.
o Maintain profitable and productive customer relationships. 
o Maintain current product information and promotions knowledge. 
o Communicate with customers via e-mail and live chat. 
o Respond to customer inquiries in a timely and professional manner. 
o Deliver excellent services while ensuring customer satisfaction. 
o Keep up to date on online marketing trends and competitors. 

Automations
o Exploring and implementing new methods for system automation that aligned with the business. 
o Developing new automations via Active Campaign, Zapier, and MailChimp. 
o Managing Inspect All a crane inspection software. 
o Review current WIP flow and plan on how to streamline (i.e. CRM or work flow program). 

Marketing 
o Email campaign creation and distribution. 
o Web content optimization for SEO strategies. 
o Keeping social media profiles up to date (create and schedule posts for Facebook, Instagram and LinkedIn). 
o Providing advice on new trends.
o Managing the creation and distribution of paid advertisements. 
o Manage chat on the website or Facebook market the online store to potential customers and write blogs about cranes. 

Administrative
o Facilitate communication between the Managing Director and technicians to ensure alignment and clarity as needed through reports and spreadsheets. 
o Schedule appointments and assign them to technicians, relaying appointment details to technicians. 
o Serve as a liaison between suppliers and customers. 
o Assist with customer and out-of-state subcontractor communication.

SKILLS
o Experience in project management, quality assurance, and administrative roles. 
o Experience coordinating, assisting, and completing assignments on time.
o Experience organising complicated requirements and diverse demands, as well as communicating with a variety of internal and external stakeholders.  
o Demonstrates initiative and self-assurance, is adaptive, and can deal with changing and shifting objectives.
o Ability to identify and implement process improvements.  
o A self-starter and able to work under own initiative.  
o Clear and effective interpersonal, verbal and written communication skills at all levels.  
o Previous experience as an Executive Assistant.  
o Excellent interpersonal, verbal, and written communication skills.
o Proven experience in all Microsoft Office packages. 
o Detail oriented and highly organised.

PROFICIENCIES
o MS Office Tools (Word, Excel, PPT, Engage)
o Office 365
o Google Suite (Doc, Spreadsheet, Slides)
o Systems / Tools (Active Campaign, TekMatik, Mailchimp, XERO, InspectAll, Confluence, Jira, Ontraport, Assignar, Sharepoint, Engage, GoHighLevel, BuilderTrend, QuickBooks, MS Teams, Zapier, CANVA, ASANA, Trello, ClickUp, Slack, Upgrade to see actual info, JobTread, Airtable, Point Click Care, Elation)
o Customer Service and Sales
o Marketing
o Search Engine Optimization (Shopify)
o Social Media Management (Facebook, Instagram, LinkedIn)
o Project Management
o Automations
o Quality Assurance
o Administrative and Management Proficiencies