Executive Assistant

Role Overview

The Executive Assistant is a pivotal team member responsible for ensuring seamless administrative operations, supporting client onboarding and offboarding processes, and assisting with executive-level coordination. This role focuses on exceptional organization, proactive communication, and fostering positive client relationships while providing direct support to the CEO.

Primary Responsibilities

1. Email Management

   • Support both internal and client email accounts to ensure organized and timely communication.

   • Prioritize, flag, and follow up on critical emails.

   • Collaborate with team members to address or delegate tasks originating from email correspondence.

2. Calendar Management

   • Coordinate and schedule appointments, calls, and meetings with accuracy.

   • Resolve scheduling conflicts proactively.

   • Maintain awareness of deadlines and ensure timely reminders for critical events.

3. File Organization

   • Maintain well-organized digital file systems for easy access and efficiency.

   • Perform regular audits to declutter and archive files as necessary.

4. Client Onboarding, Offboarding, and Success Maintenance

   • Onboarding Support: Assist in ensuring all onboarding steps are completed in a timely and accurate manner, including document uploads and client communications.

   • Offboarding Support: Help facilitate smooth client transitions by ensuring final deliverables are prepared and closure communications are handled.

   • Client Success Assistance: Track client interactions and relay concerns or updates to the CEO as needed.

5. Administrative Tasks

   • Assist with data entry, research, and other administrative tasks.

   • Handle scheduling, reminders, and other day-to-day administrative needs.

   • Coordinate internal communications and ensure leadership has the necessary information for meetings and decision-making.

6. Project and Task Reporting

   • Monitor and track key project deadlines and relay updates to leadership.

   • Maintain oversight of task progress by checking ClickUp and ensuring accurate reporting.

   • Provide summary reports on outstanding tasks, deadlines, and client follow-ups.

   • Escalate significant delays or issues to the CEO or appropriate team lead.

   • Ensure leadership is informed of pending action items but not directly managing project workflows.

7. Personal Care Support

   • Handle personal administrative tasks for both internal and client needs, such as scheduling appointments, coordinating services, and following up on errands.

   • Maintain confidentiality and prioritize tasks with care and attention.

Key Competencies

• Exceptional organizational and time-management skills.

• Strong written and verbal communication.

• Ability to maintain confidentiality and professionalism.

• Proactive problem-solving and attention to detail.

• Client-focused mindset with a commitment to excellence.

• Strong ability to track, monitor, and report on tasks and projects.

Reporting Structure

• Reports To: Marie Lewis, CEO

• Collaborates With: Operations Assistant, Client Success Manager, and other team members.

Tools & Software

• Email and calendar management platforms

• File organization systems

• Client relationship management (CRM) tools

• Communication platforms like Slack

• Project management tools like ClickUp (for tracking and reporting only, not direct workflow management)

Success Metrics

• Emails and calendars are consistently managed with precision and timeliness.

• Client onboarding and offboarding processes flow seamlessly with support where needed.

• High client satisfaction ratings based on feedback.

• Positive collaboration and alignment with team members.

• Project deadlines and task updates are reported clearly to leadership.

• Regular updates provided to leadership on project progress and potential issues.

FAQs

1. If a client requests an admin task, should I complete it?

• Yes, if the task aligns with your defined responsibilities. For tasks outside your role, refer them to the Operations Manager for reassignment.

2. What does maintaining onboarding and offboarding mean?

• It involves assisting in the process by ensuring tasks are progressing, tracking key steps, and reporting updates to leadership.

3. What if I have too many tasks at once?

• Prioritize based on urgency and consult your manager if further direction is needed.

4. What if a task falls outside my responsibilities?

• Refer to this document first. If unclear, escalate it to the CEO or appropriate team lead.

5. How do I address client concerns?

• Handle initial concerns professionally, then escalate to the appropriate team member for resolution if necessary.

6. How do I manage task and project updates?

• Track and report on key deadlines using ClickUp.

• Communicate updates to leadership daily.

• Escalate unresolved delays to leadership while allowing team members to manage their workflows independently.