Executive Assistance/Operations Coordinator

The Operations Coordinator is responsible for ensuring the seamless execution of operational tasks that enhance the sales team's efficiency and performance. This role involves managing communication between the sales team and management, maintaining key operational documents, and overseeing meeting automation and scheduling. The coordinator will ensure that critical tasks such as vacation scheduling, call recordings, and meeting reminders are handled promptly and efficiently.

PROJECT MANAGEMENT skills are a huge bonus!

Key Responsibilities:
Vacation Calendar Management:
Update the vacation calendar every Monday to provide the sales manager with a summary of upcoming team absences.
Send timely reminders and follow-ups to the sales team to update their vacation information, at least three days before month-end.
1-on-1 Call Recordings:
Manage the distribution of 1-on-1 call recordings to closers and setters after their meetings, ensuring that these recordings are sent promptly.
Meeting Automation & Slack Communication:
Create and maintain automated processes for setting up recurring client meetings, including automating Slack notifications to reduce manual work.
Oversee Slack post automation for recurring internal and client meetings.
Team Follow-ups:
Regularly remind and follow up with the sales team to meet deadlines for key operational tasks, such as updating the vacation calendar, sharing call recordings, and completing other assigned tasks.

Additional Responsibilities:
Unknown Booking Fixes:
Assist closers and setters with resolving unknown booking statuses and manually update these as required.
Post daily booking status reports to the sales team for better tracking.
Onboarding/Offboarding Support:
Facilitate the onboarding and offboarding processes for sales teaUpgrade to see actual infombers, ensuring all tasks are completed according to the checklist.
Sales Reporting:
Post daily and weekly sales reports to Slack, summarizing sales performance and key metrics for the team.
Audit Support:
Monitor and assist the audit team with client-related tasks, addressing any questions and ensuring smooth operations.

Key Skills:
Strong communication and follow-up skills, with an ability to work closely with both management and sales teams.
Proficiency with scheduling tools, automation platforms (e.g., Slack, calendar tools), and project management systems.
Ability to manage multiple tasks concurrently while prioritizing effectively to meet deadlines.
Experience working in a sales or operations-focused environment, with an emphasis on supporting team performance through smooth operational workflows.
PROJECT MANAGEMENT skills are a huge bonus!