Executive Assistant

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Responsibilities (tasks associated with the role)

#1 most important responsibility of this role: Protect the CEO’s and CMO’s time

Time Management

- Proactively managing the CEO and CMO calendars

- Managing the team calendar to keep everyone informed of company events (i.e. webinars, live events, product launches, etc.)

- Scheduling client calls for the CEO, CMO and the consultant team

- Booking our CEO and CMO podcast or other guest appearances

- Keeping open lines of communication with teaUpgrade to see actual infombers to let them know of the CEO and CMO availability

Events and Travel

- Booking and managing travel and accommodation for our CEO, CMO and for other teaUpgrade to see actual infombers when traveling for work

- Ownership of all logistics when planning a company-run event:

- Reserve meeting space

- Plan meals for guests

Daily and Weekly Responsibilities

- Send client invoices

- Download and store client call recordings

- Send necessary call recordings for transcription

- Assisting the CEO in finalizing and sending contracts through DocuSign

- Manage and respond to Customer Support Desk Tickets through ZenDesk

- Approval of new members into private Facebook Groups

- Fill out weekly email sales reporting sheet (data entry)

- Managing your assignments and communicating with the team through our project management system, Upgrade to see actual info.

Personal Tasks

- Schedule personal appointments as necessary (i.e. doctor appointments)

- Schedule contractors, service providers and maintenance for personal home as needed

Professional Development

- Improving your understanding of the business and contributing to our growth

- You may be asked to do a variety of other tasks that require critical thinking and logical problem-solving.

Key Metrics for this Role:

- Meeting requests handled within 12 hours

- Travel bookings completed within 3 weeks of departure date

- Ensure calendar has no conflicts at least 3 weeks in advance

- Ensure all customer support tickets are responded to within 12 hours and resolved within 72 hours

- Ensure all client calls are moved to client folders within 24 hours of call completion

Requirements (expected proficiencies to excel in this role)

This position is for a person who is:

- Basic understanding of the digital marketing industry

- Proactive

- Detail-Oriented

- Super organized

- Solution-oriented and a natural problem-solver

- Always learning and has an insatiable desire to improve

- Flexible and focused

- Excellent with follow-through

- Professional

- Respectful

- Courteous

Additional requirements:

- Attend weekly teaUpgrade to see actual infoeting on Mondays at 11:30am Central

- Flexible and available to work/communicate 10 am - 6 pm CT

- Occasionally available to communicate on nights and weekends when an event is taking place

- Access to a computer and reliable internet connection

- Distraction-free work environment

This position is NOT for someone who:

- Prefers a slow-paced work environment

- Has zero experience as an Executive Assistant

Fill out this form if you meet the qualifications below: Upgrade to see actual info