Executive Assistant to Executive and Sales Team

**Company Overview**

**Location**

This role is fully remote and not in person.

**Schedule**

Hourly, 30-40 hours per week, exempt position. This role falls during office hours, generally between 10 am and 6 pm CST Austin time, Monday through Friday. Exact hours vary based on event schedules, and weeks fluctuate with seasonal demand; some weeks will be higher, flex hours on slower weeks account for this.

**Potential Key Responsibilities**:
**Administrative Support**
- 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 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**
- 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**
- 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