Executive Assistant

Department: Administrative
Reports to: Vice President

Job Description:

The Executive Assistant provides support for top-level executives by providing executive level administrative support by providing clerical support, receiving clients and visitors, arranging travel and correspondence, and scheduling meetings.

The Executive Assistant works closely to the business development team to assist with coordinating new business inquires, meetings, proposals and client intake. This role helps coordinate and execute specific projects or tasks, in conjunction with the new business team. Also, the Executive Assistant maintains the prospect database, makes and keeps appointments, cold calls leads and prospects, maintains and follows up on regular new business developer mailings to prospects, creates prospect profiles, and stays up to date on correspondence relating to all prospect contacts.

 

Responsibilities:

  • Facilitates incoming phone calls and emails regarding new business inquiries to gather information and present to the new business team
  • Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
  • Schedules, researches and facilitates meetings and prepares new business team for meetings for new business opportunities
  • Manages all proposal writing in InDesign, editing, proof-reading, finalizing and binding under the supervision of business development team
  • Coordinates new client intake by providing/preparing appropriate documents
  • Keeps past performance descriptions and mock-ups up to date for use in proposals and client presentations
  • Assists and supports business development team in all areas as needed
  • Communicates effectively between the agency, clients and vendors
  • Treats vendors, clients and prospects with respect and instills a confidence in our abilities and service
  • Manages calendar, email and phone call follow-ups for President
  • Manages and coordinates travel and entertainment appointments for President
  • Provides new business opportunities overview prior to meeting with client and provides new business recaps to the new business team and AE’s
  • Holds internal kickoff meetings with appropriate team members and departments to brief them on the client and scope of work
  • Coordinates new client intake by providing/preparing appropriate documents
  • Assists with answering phones as needed
  • Manage and maintain executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments.
  • Answering and directing calls to appropriate executives and parties, taking messages.
  • Greeting visitors and determining access to appropriate parties.
  • Prepare reports, collect and analyze information; prepare presentations.
  • Record meeting discussions and provide minutes, notes and meeting recap.
  • Maintain knowledge by attending professional and technical educational seminars and workshops; review publications; establish professional and personal networks within the industry. Participate in societies relative to the business.
  • Data analysis; Proficient in Access, MS Word, Excel, PowerPoint, Prezi, WorkFront.
  • Meet with special interest groups or individuals on behalf of executives.
  • Prepare executive responses to routine memos, letters, or correspondence.
  • Interact with clients when appropriate and problem solve. Report problems to executives when they cannot be resolved for attention.
  • All other duties as needed
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