Executive Assistant

Zipdev is looking for a talented Executive Assistant to join our remote team and collaborate with a US-based client. If you love helping people, putting moving puzzle pieces together is your jam, and your problem-solving skills are on point. Sound like you? We’re searching for an Executive Assistant with a knack for building relationships, excellent organizational skills, and the ability to keep things running smoothly in a fast-paced environment.

The successful candidate will provide administrative, sales, and operations support to the CEO, working under his direction.

Role & Responsibilities:

• Directly support the CEO with administrative tasks and special projects, using a proactive mentality and exceptional attention to detail.
• Performs general administrative duties.
• Organizes meetings and other special events – Quarterly staff get-togethers, monthly lunches, annual sales meetings, etc.
• Assist with calendar, appointment setting, and time management
• Interact with other Directors and Managers and assist with tasks as needed
• Provides database management by updating spreadsheets and systems such as HubSpot, Sales Team Pipeline, Customer Listings, Sales Rep Contact Lists
• Provide backup support for SAGE Accounting, Order Entry, and Customer Service for the Customer Service team.
• Run measurable indicator reports and follow up with employees for updates on outstanding items related to the sales, operations, and financial teams.
• Holiday planning w/ Vendors and working with HR and CEO on getting customer gifts.
• Maintain and manage all email blast contacts in Excel and the company CRM, HubSpot.
• Manage internal admin purchases, stationery, etc.
• Arrange and manage the CEO’s travel arrangements and schedule.
• Oversees special projects and provide support to the Sales and Operations Team as needed.
• Assist the CEO by filling out all sample request forms.
• Create PPT presentations.
• Accurate and timely follow-up with customers, leads, opportunities, and internal staff.
• Tracking order progress with the Corporate Support Manager.
• Trade Shows: Support and assist Sales Team preparation.
• Maintain accurate staff records and updated emergency response and other contact lists.

Requirements

• 4+ years of progressive administrative support experience with at least one-year supporting executive level.
• Proficiency in Microsoft Office software: Word, Excel, PowerPoint, Outlook 365.
• Strong written and verbal communication skills.
• Effective organizational and problem-solving skills.
• Experience composing professional emails, etc.
• Team player, willing to jump in where needed, wear multiple hats throughout the day if need be to support the CEO and his team.
• Well-organized and detail-oriented
• Quick learner, able to pick up new software systems and processes quickly
• Creative and willing to share ideas
• Strong customer service skills
• Takes initiative and can prioritize tasks
• Thrives in a fast-paced, busy work environment
• Able to observe strict confidentiality
• Desire to learn from exceptional leadership in a support role

• Our Recruitment Process
• Video Interview
• 20-minute take-home skills test
• 30-minute Call with the Recruiter (project, benefits, etc.)
• Interviews directly with the client (depending on the project the # of interviews may vary, this may include an assessment)
• Final Offer

Benefits

• Work Remote Monday - Friday, 40 hours a week (no weekends)
• Vacation: 10 business days a year
• Holidays: 5 National Holidays a year
• Company Holidays: 5 Company Holidays a year (Christmas Eve, Christmas Day, New Years Eve, New Years Day, Zipdev Day)
• Parental Leave
• Health Care Reimbursement
• Active Lifestyle Reimbursement
• Quarterly Home Office Reimbursement
• Payroll Deduction Purchase Plans
• Longevity Bonus
• Continuous Learning Bonus
• Access to Training and Professional Development Platforms
• Did we mention it's REMOTE?!!

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