Executive Assistant To Executive And Sales Team

Company Overview We are hiring for the premier catering and events company in Austin, Texas. They are a leader in custom catering in Central Texas. From backyard gatherings to large corporate banquets, our client has the know-how to turn any special day into a memorable celebration... served with a slice of Texas hospitality. Their events are noteworthy for their custom crafted menus, exceptional hospitality, eye for style, seamless coordination, unique bar service, and a special catalog of package additions. You will be reporting to and working closely with the Executive Team and Sales teams for two of their companies. The ideal candidate will be adept at managing diverse tasks, from administrative duties to customer service, focusing on ensuring smooth operations and exceptional client experiences. As such, the ideal candidate is a highly organized and detail-oriented individual, able to fulfill both short-term and long-term objectives without losing sight of day-to-day tasks. Their focus is helping bring the team's vision to the next level as a hands-on doer who takes initiative. The client has a small, tightly-knit team that enjoys good food and values good people. They are seeking a candidate with long-term potential who will feel comfortable growing with us. 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 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. Accounting will send and manage actuals. Pull reports for proper sales forecasting. 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) PLEASE NOTE: WE ARE ONLY ACCEPTING RESUMES IN ENGLISH. Next Steps: We're excited to learn more about you and see how you might fit into this dynamic team! To move forward, please submit your CV through Indeed, LinkedIn, or directly via email at ******. Once we receive your application, we'll take a careful look and, if it's a match, we'll be in touch with the next steps in our process. We're eager to see how you can contribute to our exciting journey and help us make a difference in the lives of those we serve. Job Type: Contract Expected Start Date: 01/11/2024#J-18808-Ljbffr