Executive Assistant

About Elevate Leadership Development
Elevate Leadership Development is a dynamic financial services organization focused on leadership training, agent development, and business growth. Our mission is to build an agency to grow to 100 licensed agents. We are seeking an Executive Assistant (EA) who will act as the operational backbone of the executive team—ensuring structure, communication, and accountability across all departments.

Role Summary
The Executive Assistant will serve as the primary point of coordination, execution, and communication between leadership and all internal departments (Policies, Licensing, Field Force, and Social Media). This individual will manage the daily flow of operations, maintain reporting systems, and ensure that leadership initiatives are implemented efficiently and on time.
This position requires a proactive, highly organized professional capable of managing multiple moving parts with precision and confidentiality.

Key Responsibilities
1. Executive & Calendar Management
-Maintain and update executive calendars daily
-Schedule coaching, onboarding, and appointment calls (Zoom-based) and confir ---------- eting logistics.
-Prepare executive materials (backgrounds, agendas, PowerPoints) before all meetings.
-Monitor internal group chats, and email for updates and changes.

2. Reporting & Performance Tracking
-Prepare and send End of Day (EOD) and Accountability Reports to executives and coaches.
-Track and summarize KPIs for each department
-Compile weekly and monthly executive summaries highlighting progress toward key production goals.

3. Communication & Mobilization
-Act as the liaison between executives and department heads
-Manage all agent communications — scheduling introductory and follow-up calls, sending reminders, and tracking engagement.
-Mobilize agents for events, classes, and training sessions.
-Draft and send department update emails with KPI summaries and follow-ups.

4. Department Coordination
-Host weekly check-ins with department leaders to collect data and ensure operational alignment.
-Oversee department KPI tracking and maintaining visibility of bottlenecks and next steps.
-Ensure updates are documented in shared trackers (Google Sheets, CRM).
-Reinforce accountability with team reminders and follow-ups before deadlines.

5. Onboarding & Licensing Oversight
-Manage new agent onboarding workflow:
-Track progress through the Onboarding Tracker and Licensing Tracker.
-Coordinate new recruit introductions and background updates.
-Follow up with Licensing Coordinators for exam bookings, appointment status, and CE tracking.

6. Marketing & Recognition
-Support marketing and recognition tasks by coordinating with the Social Media team.
-Create or request flyers, class schedules, and agent recognition posts.
-Schedule weekly announcements, training posts, and recognition updates.

7. Training & Meeting Preparation
-Prepare PowerPoints and visual materials for agent training calls
-Confirm all AV, video, and presentation assets are prepared in advance.
-Send outlines and materials to speakers and cohosts ahead of each event.

8. Systems & Tools Management
-Maintain access and updates to internal systems:
-Ensure credentials, templates, and data are organized and up to date.

Performance Metrics
-Accuracy and timeliness of reports and updates
-Consistency of communication between departments
-Calendar and meeting error rate
-Agent onboarding completion rate
-Response time to executive directives (<2 hours during active hours)
-Department KPI compliance rate (tracked weekly)

Key Skills & Qualifications
-4+ years experience as an Executive Assistant or Operations Manager (remote experience preferred).
-Strong understanding of CRM systems, Google Workspace, and digital collaboration tools.
-Excellent written and verbal communication skills.
-Proven ability to manage complex schedules and competing priorities.
-Highly organized, self-driven, and detail-oriented.
-Experience with marketing coordination or team management is a plus.
-Background in financial services, insurance, or leadership development is highly desirable.

Tools & Platforms Used
-Google Workspace (Docs, Sheets, Calendar, Gmail)
-Zoom (Scheduling, Meeting management)
-Skool, GroupMe, Telegram (Internal communication)
-Canva, ChatGPT, Dropbox