Executive Assistant to Executive and Sales Team

hace 1 día

Medellín, Antioquia, Colombia Higher Options A tiempo completo

Job Overview

We are seeking a highly organized and detail-oriented Executive Assistant to support our Executive and Sales Teams. The ideal candidate will have a strong ability to manage diverse tasks, from administrative duties to customer service, and ensure smooth operations and exceptional client experiences.

Key Responsibilities

  • Calendar Management: Expertly manage complex schedules across multiple time zones, ensuring efficient use of executive time and resources.
  • Meeting Coordination: Orchestrate high-level meetings, including comprehensive agenda preparation, logistics management, and diligent follow-up on action items.
  • Document Preparation: Craft, format, and meticulously proofread a wide range of business documents, ensuring the highest standards of professionalism and accuracy.
  • Data Management: Maintain and optimize databases, ensuring data integrity and accessibility for informed decision-making.
  • Project Management Assistance: Support project teams by tracking tasks, updating timelines, and facilitating smooth project execution.
  • Business Travel Arrangements: Coordinate end-to-end travel logistics, including flight bookings, accommodations, and detailed itineraries for seamless business trips.
  • Expense Reporting: Manage receipt collection, data entry & submission and reimbursement processes and send to the accounting team.
  • File Management: Implement and maintain a robust digital filing system, ensuring easy retrieval and proper archiving of critical documents.
  • Cross-Functional Support: Provide administrative assistance to various departments, adapting to diverse needs and priorities.

Communication Management

  • Email Management: Efficiently manage high-volume inboxes, prioritize communications, and draft responses on behalf of executives.
  • Customer Follow Up Reminders: Proactively follow up with sales teams on their inquiries, and ensure exceptional satisfaction levels.
  • Internal Communication: Facilitate seamless information flow between teams, maintaining consistency in messaging and fostering collaboration.
  • Stakeholder Coordination: Schedule and confirm meetings with both external partners and internal stakeholders, ensuring all parties are well-prepared and informed.

Reporting and Analytics

  • Performance Tracking: Generate comprehensive daily, weekly, monthly, and annual reports, highlighting key performance indicators and trends.
  • Meeting Documentation: Produce detailed minutes in Asana and presentation summaries, disseminating critical information to relevant stakeholders.
  • Project Reporting: Compile and distribute status updates, milestone achievements, and challenge assessments for ongoing projects.
  • Executive Briefings: Prepare concise yet thorough summaries to support executive decision-making and strategic planning.
  • Data Visualization: Create and maintain metrics dashboards, translating complex data into actionable insights for leadership.

Research and Market Intelligence

  • Market Analysis: Conduct in-depth research to identify new market opportunities and emerging trends, supporting business development initiatives.
  • Competitive Intelligence: Perform regular SWOT analyses and monitor competitor performance to inform strategic positioning.
  • Industry Monitoring: Stay abreast of industry developments, ensuring the company remains at the forefront of sector trends.
  • Knowledge Database: Assist in the development of the sales playbook (sales knowledge database) and maintain a comprehensive FAQ database.
  • Technology Assessment: Evaluate cutting-edge tools, software, and products relevant to business operations, recommending optimal solutions for efficiency and growth.

Customer Service Excellence

  • Multichannel Support: Assist with proposal modifications inquiries across email, Total Party Planner, Asana and live chat platforms, ensuring prompt and effective resolution of issues.
  • Feedback Collection: Improve customer feedback mechanisms, including surveys and testimonial gathering.
  • CRM Optimization: Maintain an up-to-date and comprehensive customer relationship management system, tracking all interactions and enhancing customer profiles.
  • Affiliate Program Management: Oversee affiliate partner activities, ensuring compliance with program guidelines and maximizing partnership value.

Data Management and Entry

  • Data Integrity: Input and maintain critical business data, including sales figures, inventory levels, and customer records, with meticulous attention to accuracy.
  • Database Optimization: Conduct regular database audits, merging duplicate entries and standardizing data formats to enhance system efficiency.
  • Transcription Services: Convert audio recordings and handwritten notes into well-organized, searchable digital formats.

Operational Support

  • Vendor Relations: Manage communications with suppliers and vendors, including contract negotiations and renewals.
  • Process Improvement: Develop and maintain Standard Operating Procedures (SOPs) to streamline business processes and ensure consistency.
  • Supply Chain Management: Monitor inventory levels, process orders, and manage relationships with suppliers to maintain optimal stock levels.
  • Event Coordination: Plan and execute both virtual and in-person events, from intimate team-building exercises to large-scale conferences.
  • Compliance Assurance: Assist in maintaining and updating compliance documentation, ensuring adherence to legal and regulatory requirements.

Financial Assistance

  • Budget Monitoring: Track departmental and project budgets, providing regular updates and flagging potential overruns.

Sales Support

  • Sales Lead Management: Assist in assigning potential leads, building targeted prospect lists to support the sales team's efforts.
  • Sales Operations: Maintain the CRM system with up-to-date sales data, ensuring the sales team has access to accurate and timely information.

Skills Required

  • Exceptional attention to detail and strong organizational skills.
  • Impeccable follow-through and the confidence to acknowledge when you are stuck and need help or to source solutions on your own.
  • Problem-solving abilities and a proactive, forward-thinking approach.
  • Strong written and verbal communication skills.
  • Ability to adapt to new technology, including AI, with an innovative mindset.
  • Self-motivation and autonomy, with the confidence to ask questions when needed.
  • Discretion and integrity in handling confidential information.
  • Ability to work well under pressure and meet deadlines consistently.
  • Growth mindset with a willingness to embrace change and continuous learning.

Qualifications

  • Proficiency in Google Suite, with strong spreadsheet skills.
  • Experience with task management software (Asana preferred).
  • Familiarity with communication tools like Slack and Loom.
  • Minimum of 2 years of experience in administrative support.
  • A college degree is preferred but not required.

Summary of Job Terms

  • Full-Time Position: An Average of 40 hours/week
  • Salary: 3,200,000 - 4,000,000 COP/month, based on experience
  • Opportunities for Advancement: Grow with us and advance in your career
  • Contract Type: Obra/Labor (The employee is responsible for their own social security and pension payments)

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