Executive Administrator

What You’ll Do

The role of Executive Administrator in our organization performs a key function in the continuous growth of Volta US.  Our growing consulting firm is looking for a well-organized professional to support the CEO with personal and business-related tasks.

 

The individual must have a great attitude, the ability to learn quickly, and the desire for professional growth with a high level of attention to detail and a strong understanding of time management. The CEO is mission-driven, and the goal of the entire administrative team is to make sure the CEO can focus on the strategy of the business, while the administrative team handles the rest.  The ability to manage multiple activities and projects while keeping the business informed and engaged are essential skills utilized on a daily basis.  An exceptional sense of customer service is needed to provide a white glove experience to our clients and vendors.  This professional should be comfortable connecting with new individuals and clients.  As this is a business facing role, the EA will also have excellent communication skills and be able to quickly articulate communication between clients and internal members at all seniority levels.

 

• Prioritize and acknowledge all incoming communication inquiries on behalf of the CEO, including email management

• Assist CEO in the development of client and prospect relationships and objectives within the company.  This can range from scheduling meetings to filling out paperwork to managing appointments and follow ups.

• Organize travel and complicated itineraries

• Conserve CEO’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information for the CEO as requested

• Vital business and any/all personal appointments are set and pre-scheduled as requested, keeping in mind distance, drive times, and time between events to accommodate CEO’s life

• Manage CEO’s calendar including both business and personal appointments

• CEO’s calendar is pre-planned each week and reviewed the week prior, guarding time blocks for strategic work and/or wellness

• Remind Executives of important tasks and due dates as well as decisions to be made

• Research and purchase gifts and supplies for both business and personal occasions

• Assist with personal tasks such as mail organization, vendor management, deliveries, and household stocked with basic groceries or meal prep as needed

• Effectively and kindly communicate with team members and/or external stakeholders whilst upholding a high level of professionalism.  You are representing the CEO and the brand.

• Analyze and identify opportunities for company growth and expansion where possible

• Building and maintaining relationships with clients/prospects and coordinating business development efforts with Executive Leadership Team

• Track, identify, and add qualified prospects to sales pipeline using internal CRM as part of larger business development efforts

• Creating marketing and sales strategies in partnership with marketing department

• Daily administrative tasks as needed which include status of reporting with project teams

• Identify and eliminate obstacles or impediments, or escalate as appropriate

• Communicate sense of urgency across multiple departments when needed

• Coordination of internal and external meals and events including offsite annual planning sessions, team building events, happy hours, annual holiday party, etc.

• Manage office supply inventory and order replenishment accordingly

• Other duties as assigned.  Although there is a position agreement and cadence with regular tasks, this position requires a “get-it-done” attitude to push through friction to solve problems.