Executive Assistant

The Executive Assistant will have the following primary responsibilities:
- Meeting management including preparing agendas, taking notes, distributing action items, and arranging catering
- Communicating on the CEO’s behalf both internally and externally
- Email management on behalf of the CEO and the various sales inbox using the Spark app (or other technology APP) to assign emails to teaUpgrade to see actual infombers as needed
- Complex calendar management and scheduling (both personally and professionally) on behalf of the CEO
- Varying personal and professional administrative tasks including, but not limited to, booking appointments, research projects, coordinating travel, and ordering gifts/flowers, etc.
- Light project management and accounts payable/receivable duties
- Assist the Culture & Crew Champion with recruiting the crew through updating job posting, managing the offer and onboarding processes in our HRIS system, and
- Manage in coordination with the Sales Team, ensure all accounts receivable are invoiced, tracked and up to date in TripleSeat
- When the crew goes out to sea, coordinate travel and associated expenses
- Develop systems, procedures, and checklists to ensure order accuracy and timely service
- Thank you card creation and for sending it on a weekly basis
- Help manage Stu’s weekly call list

Responsibilities as it relates to sales:
- Inbound communication lead MGMT and host initial calls with clients to understand their needs
- Set up in-person walkthroughs and calls for various teaUpgrade to see actual infombers
- Entering leads into Tripleseat from different sources (Eventective, TOCK, etc)
- Sending initial emails where appropriate
- Coordinating leads that come in through Kenect so we aren't responding in two places


- Qualifying leads (e.g. what is a reservation vs what is a lead that Stu needs to see vs what is a lead Stu needs to call RIGHT NOW)
- Making daily call lists for Stu
- Follow up phone calls/emails for unresponsive leads
- Scheduling walkthroughs
- Creating contracts and sending for signatures?
- Processing client payments
- Sending follow-up correspondence as the event approaches along with post-event thank you cards or gift
- Sending correspondence at the close of event - changing status in Tripleseat and sending a request for Feedback

Measures of success: Timely completion of orders, order accuracy, and invoice accuracy

Job Proficiencies and Requirements
- The CEO’s assistant will have high attention to detail and accuracy, using their existing experience dealing with sensitive information, their experience supporting Executives, and their ground-level understanding of business terminology to provide informed administrative support. Should have experience in a basic understanding of finance and basic accounting terminology.
- Quality Communication: The Executive Assistant must be an excellent communicator, in both written and oral form. This includes proficiency in spelling, grammar, and punctuation. This also includes being able to take a large amount of information and summarize it quickly both in writing and orally on a regular basis. You must also be able to track communication (and be very responsive) across multiple channels without losing any details. Those channels could include in-person meetings, virtual video calls, virtual messages (such as teams or Slack), text messages, and/or emails.
- High Level of Discretion: Executive Assistant will regularly work with confidential information, discretion and sensitivity regarding financial information is a must. Team Player: In addition to working directly with the CEO, the Executive Assistant will also work with members of the leadership team and several other high-level EAs from other departments. They’ll need to be able to collaborate and communicate well with these teaUpgrade to see actual infombers, maintaining a can-do spirit and not complaining, making excuses, or gossiping.
- Anticipating Needs: As a part of our commitment to enabling our CEO to serve our company and customers at the top of his game, our Executive Assistant will strive to anticipate needs and eliminate friction at work and home whenever possible. This means you know how to stay five steps ahead, clearing the path for him to make his greatest contribution.


- Affinity for Technology: Our executive assistant will be a technologically savvy PC user and will not be intimidated by learning new technology. Proficiency in the following tech platforms is ideal: Tripleseat, Tock, Toast, Gusto, Loom, Zoom, Google Suite, and Microsoft Office Suite.
- Commitment to and alignment with the company’s core values
- Be a relentless perfectionist with a positive attitude who has a high level of attention to mastering the minutia and competitive spirit
- This role must be tech-savvy, with a willingness to learn new systems
- 3-4 years of previous experience as an Executive Assistant, Executive Assistant, Office Manager or similar; recently retired individuals are encouraged to apply
- Proficient in Microsoft Office Suite products, Tripleseat,
- Knowledge of and experience with SharePoint, HRIS, payroll systems, or similar systems desirable.
- Ability to multi-task and prioritize projects


Salary: 420000/ year paid b-weekly (average of 35,000 PHP)

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