Executive Assistant - Work From Home

Company: Ateam HQ
Location: Chandler
Posted on: November 25, 2022

Job Description:

Executive Assistant for fast-paced, client-focused consulting firm
Job Description:

1. What are the major results or outcomes to be accomplished by the person in this job?

1. Client meetings set up promptly (within 1-3 hours of receiving info) with correct attendees
2. Client meetings are accurately and completely tracked in meeting tracker (to be completed 1-3 hours after meeting is scheduled)
3. Meeting agendas are sent to chat for team review/approval 1-2 days before meeting occurs
4. Completed meeting agendas are sent to attendees 1-2 days before meetings occur
5. Meeting follow general topics outlined in agenda
6. After meeting is completed, update agenda for open action items and follow up on next steps timely (within 1 day)
7. After meeting is completed, meeting tracker is updated, updated agenda is added to sharefile, notes added to sharefile, and move recording to appropriate folder within 1 day
8. Client preferences and significant life events are updated within 1 day in internal database

2. What are the most frequent and most essential work activities in this job?

1. Accurately coordinate and schedule meetings with needed attendees via chat or email
2. Post meeting invite in chat for team review/approval
3. Send meeting invites by email
4. Update excel meeting tracker file timely, accurately, completely in centralized location
5. Update the status for meetings being scheduled (not started, in progress, completed)
6. Prepare meeting agendas in excel using standard forms for review (put in chat for team review/approval)
7. Send meeting agendas to attendees via email before meeting
8. Update meeting agendas for attendees, open action items after meeting occurs
9. Read and follow meeting script for agenda
10. Follow up and act on on open action items
11. Save updated agenda, notes, and recordings to appropriate file in sharefile
12. Listen to meetings or read emails to identify client personal details like birthdays, vacations, promotions, anniversaries
13. Update the client personal info in system accurately
14. Notify internal teams of important events or changes in personnel

3. What team members and how many are supervised/managed by the person in this job?

None

4. What are the primary people contacts in this job?
With whom / What purpose / How often?

1. Clients / Schedule meetings / Daily
2. Project admins / Coordinate deadlines, files to send to clients / Daily
3. Blueprint team / Coordinate files to send to clients / Weekly
4. Client service team / Schedule meetings / Daily

5. What behavioral traits, attitudes and skills are required?

1. Resourcefulness -
ability to suggest solutions given resource constraints, figuring out how to get over/under/around obstacles to meet goal. AND do it. Self correcting. Learns from mistakes and do differently next time. 2. Organization -
plans, organizes, schedules in productive way. Focus on key priorities. 3. Work ethic -
possesses a strong willingness to work hard and sometimes long hours to get the job done. Has a track record of working hard. 4. Clear Communication -
Speaks and writes clearly without being overly verbose in all forms of communication 5. Teamwork
6. Attention to detail -
ensures important details get passed on and not derail a project 7. Proactiveness -
acts without being told to suggest recommendations and solutions for client, brings new ideas to team without being told what to do 8. Effective -
able to produce significant output with minimal waste 9. Culture and mission fit -
enjoys fast pace, collaboration, continual learning while helping clients and team grow

6. What are the prerequisites for this job?

1. Excel skills - intermediate required
2. Reliable, consistent internet access required
3. Ability to work with several clients at a time required
4. Ability to work with a diverse global team from all cultures required
5. Ability to work remotely and be accountable with your time required
6. Understand that needs change, be adaptable required
7. Ability to work extended hours for client needs occasionally required

7. What are the toughest parts of this job on a day-to-day basis?

1. Juggling competing deadlines on short-notice (daily, weekly)
2. Adapting to changing priorities daily
3. Time constraints to complete tasks effectively
4. Teams needing your immediate attention (possible conflict with other team/client)
5. Learning to depend on additional resources
6. Relying on additional resources when your systems aren't working"

8. What are the compensations and benefits?

1. Rate: $17 - $20
2. Job Type: Full Time

9. Shift/Hours Info:

1. Since we are located on the West Coast and our clients are mainly based in California, meetings will be scheduled based on the PST zone. So, while the hours have some flexibility, it will be important to be available for any required meetings that may be outside of your normal shift time, due to some clients being in different time zones. As for number of hours, the range could be from 40-50 per week depending on the client deadlines.

Keywords: Ateam HQ, Chandler , Executive Assistant - Work From Home, Other , Chandler, Arizona