Executive Assistant: $1,500-$2,000 monthly (non-graveyard) virtual + 13th month

ABOUT

This non-graveyard Executive Assistant position is with a successful and established (for 20 years) company in the US with a premier brand and a long reputation of excellence in our industry.

We are seeking a female candidate who is exceptionally detail-oriented, hard-working, organized, and proactive to join our high-growth expansion. This role offers significant growth opportunities, including becoming an operational partner with substantial profit-sharing bonuses in addition to high monthly compensation + reimbursement for health benefits. You must be meticulous to perfection, a self-starter, tech-savvy, honest and reliable. This position demands full dedication and after-hours availability when needed. You must also have a can-do attitude and desire for long-term growth.


REQUIREMENTS – Read carefully

3+ years of full-time experience as an Executive/Virtual Assistant
Exceptional customer service skills
Strong organizational abilities and meticulous attention to detail
Self-motivated with a knack for adopting new tools. Excellent comprehension and problem-solving skills. A self-starter, able to follow simple instructions
Fluent in spoken and written English, with proficient phone communication skills
Availability from 6 am to 4 pm PH time (minimum). Also, available outside of working hours as needed. You must NOT be a lazy clock-watcher
Stable, reliable, trustworthy, honest, committed to working hard and long-term growth
Proficiency with Google Calendar, Docs, Sheets, CRM platforms, and other relevant tools
Must have 2 personal references and 2 most recent professional references


BENEFITS

World-class mental fitness membership
Healthy and caring work environment for you to thrive
Opportunity to advance into an operational partner
Top compensation: base salary + monthly performance bonus + annual bonus
Paid Philippines holidays
Health benefits reimbursement
13th month bonus


KEY RESPONSIBILITIES

1. Organizational Support:
• Provide comprehensive support to the CEO and team and handle day-to-day administrative tasks.
• Take full ownership of the company calendars, schedule meetings and appointments. Take an empathetic and strategic approach to allocate sufficient time for various bookings.
• Organize internal systems, files and documents for optimal information flow, ensuring easy access and accuracy.
• Monitor project tasks, catch and correct missed details, aiming for flawless execution of work.
• Maintain accurate team attendance reports and issue rewards monthly and quarterly.
• Oversee and prioritize tasks in Asana based on urgency and project deadlines. This requires a strategic approach to workload management.

2. Client Support:
• Serve as a main point of contact for client communications, responding to inquiries via emails, texts and/or calls as needed within 24 hours, delivering the BEST client experience. Uphold inbox zero daily.
• Appointment setting.
• Create invoices and proposals, managing bookings and payments. Apply the appropriate workflow based on the stage of each project.
• Create personalized documents and tailor schedules for projects.
• Anticipating client needs and proactively reaching out when any milestones are coming due.
• Utilize HoneyBook (CRM), Google Calendar, Google Slides, Google Voice with a high level of proficiency to manage project timelines and tasks, ensuring all relevant information is seamlessly integrated in HoneyBook and Asana.
• Monitor urgent matters, be it email or text, at all times

3. Sales & Marketing Support:
• Track leads in systems, maintain appropriate project stages and manage detailed checklists tailored to each project stage.
• Ensure all inquiries are responded to in a timely manner, taking charge of lead follow-up and turning leads into sales.
• Develop and manage automation to boost sales, making necessary changes to increase effectiveness.
• Design promotional newsletter, copywriting, and tracking metrics to advance campaign effectiveness.
• Handle birthday cards, research and purchase gifts for special occasions.
• Utilize platforms such as Flodesk, Paperless Post, Amazon, William Sonoma, etc.

4. Vendor Support and Coordination:
• Act as a liaison, to facilitate efficient communication with vendors, answering inquiries and assisting with needs, demonstrating exceptional judgment in problem-solving to deliver the best vendor experience
• Manage referral partner bonus points with 100?curacy, issue rewards as needed.
• Create and update a partner's personal reward portal with accurate points monthly.
• Ensure vendor’s personal and professional information is up to date.

5. Professional Development:
• Engage in self-directed learning and proactively participate in training to embody insights of the wedding and the beauty industry.
• Acquire knowledge and required skills as an excellent executive assistant, including familiarity with industry standards and processes.

6. Advanced Project Management and Coordination:
• Play a central role in project management, ensuring that every client's journey through our service process is meticulously planned and monitored. This involves a detailed understanding of each project's status and the ability to adapt workflows as necessary.
• Coordinate effectively with referral partners and vendors to ensure a seamless integration of services, which requires excellent communication skills and the ability to build rapport and nurture relationships proactively.

7. Website and Other Platform Maintenance:
• Update web pages as needed
• Add new albums to the website, showcasing the latest work
• Manage company profiles on third-party platforms, generating positive reviews


We seek individuals who aren't just seeking a job but a once-in-a-lifetime opportunity to evolve into a valued partner within our team. If you meet these high qualifications, start by taking the initial test: Upgrade to see actual info/to/CxyTvNgK

We look forward to welcoming you to the Kohnur team!