Senior Executive Assistant

### **Job Title**

**Senior Executive Assistant**

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### **Company Overview**

Legacy Alarm is a dynamic, customer-focused company in the Residential and Commercial Security sector. We are dedicated to providing exceptional customer experiences and innovative solutions that make a genuine difference in keeping people safe in their communities. We strive to provide the best possible service and experience to our customers and are looking to make a big name for ourselves in the home security space. We are different in the sense that we care deeply and strive to make our customers as happy as possible. Our team values integrity, excellence, and a shared passion for continuous growth and improvement. We are a small company ready to start growing and we want you to be a part of it long term.

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### **Job Summary**

We’re looking for a **talented Senior Executive Assistant** with exceptional English skills and a strong customer service background to support our executive team. This role requires organizational skills and the ability to manage and enjoy a fast paced environment. You will be responsible for a variety of tasks to help streamline operations, support customer interactions, and contribute to company growth. The ideal candidate will be self-motivated, organized, and capable of managing multiple responsibilities efficiently.

If you are a proactive problem-solver with a passion for learning and the ability to work independently, this role offers a unique opportunity to grow with our company.

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### **Key Responsibilities**

- **Administrative Support**
- Schedule and manage appointments, meetings, and task assignments using tools like Asana or Notion.
- Handle email correspondence, draft responses, and maintain organized inboxes.
- Prepare and update reports, spreadsheets, and presentations.
- Assist with bookkeeping tasks such as uploading receipts to QuickBooks and reconciling transactions.
- **Operations Management**
- Coordinate with field technicians, sending necessary documents like e-sign agreements and W-9 forms.
- Log funded accounts, manage manifests, and update funding authorities weekly.
- Order equipment from distributors and relay details to technicians.
- Track and manage inventory, updating systems as needed.
- **Customer Service**
- Respond promptly to inquiries via email, phone, and social media.
- Monitor technician schedules and proactively communicate any delays to customers.
- Conduct welcome calls, collect essential information, and guide customers through onboarding.
- Make account adjustments on platforms such as ---------- (training provided).
- **Marketing Support** (minimal involvement with this, just a few tasks that one of our owners needs removed from his plate - this is not a social media management position by any means and it is not expected as such)
- Engage with our social media audience by responding to comments and encouraging engagement on advertisements.
- Schedule and post content using our marketing platforms, focusing on delivering value to our audience. (maybe depending on workload)
- **Special Projects**
- Learn to price and send proposals to clients on behalf of our executives.
- Assist in calculating payroll and preparing summary reports.
- Collaborate on initiatives to enhance customer satisfaction and improve operational efficiency.

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### **Qualifications**

- Bachelor’s degree or equivalent experience in Business Administration, Communications, or a related field.
- Minimum of 2 years of experience in a customer-facing role, such as customer service or executive assistance.
- Extraordinary English Skills - fluent spoken and written english with minimal accent [very important]
- Strong proficiency in task management tools (e.g., Asana, ClickUp, Notion) and Google Drive
- Experience with QuickBooks or similar accounting software (definitely a plus, but not required).
- Familiarity with social media platforms and basic marketing principles.

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### **Skills and Attributes**

- **Outstanding English Communication**: Fluent in spoken and written English with minimal accent; confident and clear in both comprehension and communication. This is a REQUIREMENT.
- **Exceptional Organizational Skills**: Able to juggle multiple tasks with a keen attention to detail.
- **Independent Problem-Solver**: A self-starter who can independently tackle challenges and figure things out.
- **Adaptable**: Quick to shift between tasks in a dynamic work environment.
- **High-Quality Writing**: Strong writing skills, able to craft both professional and casual correspondence.
- **Analytical Mindset**: Comfortable with data analysis, spreadsheets, and drawing insights from information.
- **Customer-Centric**: Driven to deliver exceptional service and exceed customer expectations.
- **Trustworthy and Discreet**: Capable of handling sensitive information with integrity.
- **Growth-Oriented**: Enthusiastic about developing new skills and growing with the company.
- **Team Player**: Works well with others, contributing positively to team dynamics.
- **Flexibility**: Available to work extended hours if necessary to support business needs.

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### **Benefits**

- Competitive salary based on experience.
- Flexible, remote work environment.
- Opportunities for professional growth and training.
- Be part of a company with a strong sense of purpose, making a difference in the world.
- Long-term role with potential for advancement.

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### **How to Apply**

Please submit:

1. **Resume/CV** outlining relevant experience.
2. **Cover Letter** explaining why you’re the ideal fit for this role.
3. **References** from previous employers or clients.
4. **Test Task Assignment**: Include the phrase "Detail-Oriented EVA" in the subject line of your email to demonstrate attention to detail. Inside the email, please attach a voice note reading the following statement. This is a chance to showcase your english skills and your ability to communicate verbally with customers and partners.

**Voice Note Script:**

“Hello, thank you for considering my application for the Executive Virtual Assistant position. I’m excited about the opportunity to contribute to your team and bring my customer service experience to [Your Company Name].

In previous roles, I’ve handled a wide range of responsibilities, from managing schedules and organizing documents to engaging with customers and ensuring their satisfaction. I’m highly organized and enjoy finding solutions to challenges independently, which has allowed me to thrive in dynamic work environments. I’m also experienced in using tools like QuickBooks, Asana, and various CRMs, which I see are essential for this role.

If given the opportunity to join your team, I look forward to helping streamline your operations, improve customer experience, and contribute to the company’s growth. I’m dedicated to consistently delivering my best work and am excited to bring that enthusiasm to this role. Thank you for listening!"

Send applications to ---------- by October 25th, 2024.