Job Description

Job Description

Full time direct hire role – US CIT and GC candidates only.

Schedule:

• Start time 7 am CEO call

• Monday to Friday 8:30-5:30 - 5 day onsite but Fridays half day and remote in summer.

Experience:- Administration (2+years’ experience) + CSR - Working for a successful entrepreneur in NYC only. Must be go getter type

The Administrative Assistant/CSR should follow a structured daily timeline to optimize the CEO's day, stay on top of ongoing projects, and maintain organizational flow.

Job Description: The person must have the highest levels of professionalism and confidentiality. We are looking for the services of an achievement-oriented, career-minded Administrative Assistant to effectively support a growing company. Candidate should be a self-starter and highly motivated to provide excellent work product. Must be flexible and willing to wear many hats at any time for a small office environment

Primary duties include:

• Office administration experience preferred in a telecom or IT related field.

• Communicate and handle incoming and outgoing communication.

• Assist with preparation of presentation material.

• Review and summarize various reports and documents.

• Prioritize multiple projects and initiatives simultaneously.

• Arrange travel schedules and reservations for management as needed.

• Must possess strong written and verbal communication skills

• Must be detail oriented.

• Independently and proactively prioritize and handle multiple responsibilities.

• Highest of proficiency at Microsoft Office, Smartsheet, CRM, all Social Media portals and tools, including Excel, Word, PowerPoint, Outlook

• Maintain Executive calendars including scheduling all travel, meetings, setting up conference calls, etc.

• Prepare board presentations and minutes for distribution to members and investors.

• Establish accessible and supportive relationships with auditors, project managers, remote support consultants.

• Develop and prepare spreadsheets, PowerPoint presentations, and other documents as required.

• Prepare routine and advanced correspondence including letters, memoranda, and reports.

• Resolve problems and make recommendations related to administrative functions.

Tools and Systems:

• Project Management: Revio, Microsoft Project (for tracking tasks and deadlines), HubSpot , Misc Sales tool.

• Communication: Microsoft Outlook, Zoom, MS Teams.

• Document Management: Google Drive, SharePoint (for organizing files).

• Scheduling: Outlook, maybe Google Calendar, Calendly

Key Characteristics of the "Best Administrative Assistant":

• Proactive : Anticipates the CEO's needs and prepares ahead of time.

• Organized : Manages multiple tasks and keeps everything on track.

• Detail-Oriented : Spotting the smallest details that could make a big difference.

• Discreet: Trusted with sensitive information and handling it with professionalism.

• Tech-Savvy: Comfortable using a variety of software tools to streamline tasks and projects.

• Effective Communicator: Ensures that the CEO's voice and goals are clearly communicated internally and externally.

SOP - Administrative Assistant: The Administrative Assistant’s primary goal is to ensure efficiency, organization, and effective communication, handling a variety of tasks across different industries (technology and construction).

• Calendar Management

• Communication Management

• Document Preparation & Filing

• Travel Coordination

• Meeting Support

• Project Management Assistance

• Financial & Expense Tracking

• Confidentiality & Discretion

SOP - Customer Service Representative:- The CSR handles customer inquiries, issues, and support requests, ensuring positive customer experiences.

• Client Support

• Ticketing System

• Product/Service Knowledge

• Customer Relationship Management

• Escalation Handling

• Key Tools: Revio, HubSpot, MS Teams, Misc Sales tool

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