Executive Admin Coordinator

Please read thoroughly. Hours are based on US hours of 8/9am through 7/8pm. We are hiring an EA/Coordinator to assist with more efficiently accomplishing our mission as a company. Our company’s goal is to work with corporations to assist them with procurement strategies and consulting services to win public agency, corporate or federal contracts. We do this through strategic consulting as well as through the design, development and maintenance of business programs - all with a community and inclusion lens. Our business programs include mentor protege programs, youth engagement programs, stakeholder engagement, as well as supplier diversity programs.

Our goals are:
Become a global brand and thought leader within the “procurement and public agency consulting” community. A subset of this is ensuring community and inclusion is a part of the landscape.
Ensure that 100% of our clients create a return on their investment by working with us.
Create high quality programming and services that help our clients achieve their ---------- et the needs of demanding clients.

We believe that we can make significant impact for small and diverse businesses through our work and we want to ensure that every client, every communication is a “Ritz” ---------- nt and experience.

As a small and growing entrepreneurial company, no job is too big or too small. The role requires someone who is able to handle many balls at one time; effectively and quickly organize various data sources, information to create cohesive documents, reports, assembly for easy access. This is not a training role. Extensive experience in administrative coordination, being resourceful and high functioning is key to success.

We need you to step into this role running from day one, and bring your own manage the manager expertise along with exceptional organization skills and attention to detail.

Our Values
Quality Results - This allows us to provide the best product, communication, service for our demanding clients. This includes being timely, proactive, and providing exceptional results.
Personal Responsibility and Accountability - It allows us to admit when we’re wrong and be proud of ourselves when we ---------- shrinking allowed. We admit to problems quickly, resolve them quickly and learn from them.
Proactive - This allows us to think ahead and offer our clients solutions that can prevent missteps. We always think of what could go wrong administratively (application failures, technology failures, etc and how we can ensure that the executive and the clients receive seamless experiences.
Outcome Driven - This is not a push the paper environment. We look for people to provide and deliver exceptional outcomes. Fast paced, no day, usually no hour, is the same.
On “Ritz” Brand - Quality is key when dealing with our clients. Every communication, every visual communication must be on brand and provide stellar client experience. Think Ritz, not Walmart. (Nothing wrong with Walmart but our clients demand stellar experience and excellence and that is what we are paid for and must deliver.)

Summary of Position
Responsible for full support of the company and the CEO/President. Every day may be varied and will include and is not limited to: email management, scheduling, travel coordination (minimal), project tasks, forms, reports, emails and written correspondence, e-blasts, newsletters and more. A high level of independent judgment and discretion is required. Our main work involves messaging to members and others, creating educational programs and resources for members and potential members.

Duties and Responsibilities
Understands that no job is too big, no task too small.

Email management.
Keeps great records and is extremely well organized, highly efficient.
Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
Conserves President’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
Maintains President's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel. Creates complete itineraries.
Maintains confidence and protects operations by keeping information ---------- pletes projects in a timely, efficient and professional manner; results-oriented.
Prepares reports, forms, documents by collecting and analyzing information.
Provides historical reference by developing and utilizing filing and retrieval systems; recording and archiving meeting discussions.
Contributes to team effort by accomplishing related results as needed.
Professionally represent the brand.

Here are the specific qualities we’re looking for:

Clear and Competent Communication with Accountability/Ownership - When you don’t understand you ask. When tasked you take accountability to see it ---------- adline-driven - You are a natural goal setter, and in lieu of missing a deadline, you communicate around obstacles and present workable solutions without being asked.

Results-driven - You see projects and initiatives through from start to finish without giving up. You find it rewarding to cross the finish line, but you also feel a thrill in navigating twists and turns along the journey.

Curious - You have an insatiable desire to ask [the right] questions, discover new information, and hunt, hunt, hunt. You’re always wanting to learn more.

Business Sensibility - You have common sense and can see several steps ahead. You’ve been around the block a few times and have gained wisdom around what can make a successful outcome.

Resourceful - you find a way.

Proud - You produce / create quality products (ie documents, reports and emails). No email goes out with misspellings, format or syntax issues. You know what a professional looking document or email looks like and you relish in perfecting them.

Entrepreneurial - You feel a sense of pride in your work and workplace, and even if you’re not the owner you strive to improve things and grow the company into something special. You like to build stuff from scratch. You hate being a cog in the wheel and are looking for a role where you can make a bigger impact on a smaller ---------- anized and Efficient - You maximize time, you create efficiencies and you know where everything is in the files, where you are on the 15 projects you are coordinating and more.


Duties include and are not limited to:

Daily upkeep and coordination of executive schedule
Create forms, presentations
Identifying opportunities for clients through agendas, minutes and portals
Fill out forms, online documents including certifications
Maintain certifications and records in an organized and efficient manner
Write debriefs, summaries for people and companies, intermediate or advanced expertise
Write and communicate professionally
Communicate professionally with clients, executives
Maintain databases and excel spreadsheets
Maintain CRM
If this role is of interest please email eventsin.year2010 at gmail with subject excited to excel and add a link to your onlinejobs.ph
Excel spreadsheets - create professional docs, formulas and more, intermediate or advanced level
Powerpoint - intermediate or advanced expertise
Calendly - intermediate or advanced expertise
If this role is of interest please send an email with subject excited to excel to eventsin.year2010 at gmail
Research - resourceful, highly capable of accessing information quickly, absorbing information and relaying in a concise and organized manner
Google drive - manage, organize at intermediate level or higher expertise
Data - access data, and compute in a concise and organized manner
Excellent spelling and grammar, syntax - advanced expertise
Manage business development process and flow
Ideas to improve on efficiencies and systems
Create and improve on current templates, forms, communications, reports
Respond to communications in a timely and efficient manner
Other administrative duties as assigned


Traits we are looking for:
Quick learner
Close the loop mindset
Troubleshoot quickly; resolve quickly
Consistent and advanced follow through
Organized
Efficient
Juggles many balls without dropping
Stays on top of things
Thinks in advance; has a B or C option mindset
Solutions oriented
Create operational efficiencies
High technical acumen
Excellent professional written and verbal communications

How to be successful:
Be high functioning, keep up with fast speed environment; autonomous; resourceful; problem solver. Have high technical acumen, manage the manager experience. You love operating in a fast-paced and creative environment and adhere to deadlines while producing high quality work each and every time. Focus on outcomes, not paper pushing. Thrive in an entrepreneurial environment.

Preferred
Experience with any type of work or skills that include fast paced, high functioning environments - business development, coordination, procurement, sales, project management is a plus.