Virtual Assistant [CLOSED]

Executive Assistant

We are hiring a seasoned executive assistant / coordinator who has more than 3 years of direct work as an executive assistant to a C Level executive (preferred) or someone who can structure and manage teams to ensure the timely delivery of tasks and actions. Managing the executive's day is critical to assist with more efficiently accomplishing our mission as a company. Our mission is to create livelihood for people who are often marginalized or underrepresented and often qualified. We do this through our company’s goal which is to work with corporations in assisting them with procurement strategies and consulting services to win public agency, corporate or federal contracts. We do this through strategic consulting as well as through the design, development and maintenance of business programs - all with a community and inclusion lens.Our business programs include mentor protege programs, youth engagement programs, stakeholder engagement, as well as supplier diversity programs.

Our goals are to:

1. Became a global brand and thought leader within the “procurement and public agency consulting” community. A subset of this is ensuring community and inclusion is a part of the landscape.

2. Ensure that 100% of our clients create a return on their investment by working with us.

3. Create high quality programming and services that help our clients achieve their goals.

4. Meet the needs of demanding clients.

We believe that we can make significant impact for small and diverse businesses through these programs and we want to ensure that every client, every communication is a “Ritz” moment and experience.

As a small and growing entrepreneurial company, no job is too big or too small. This role supports the executive administratively and may also support project work. The roles requires someone who is uber organized with extreme attention to detail. The person is someone who is able to be able to handle many balls at one time; effectively and quickly organize various data sources, information to create cohesive documents, reports, assembly for easy access. This is not a training role. Extensive experience in administrative coordination, being resourceful and high functioning is key to success.

We need you to step into this role running from day one, and bring your own manage the manager expertise along with exceptional organization skills and attention to detail.

Our Values

• Quality Results - This allows us to provide the best product, communication, service for our demanding clients. This includes being timely, proactive, and providing exceptional results.

• Personal Responsibility and Accountability - It allows us to admit when we’re wrong and be proud of ourselves when we win. No shrinking allowed. We admit to problems quickly, resolve them quickly and learn from them.

• Proactive - This allows us to think ahead and offer our clients solutions that can prevent missteps. We always think of what could go wrong administratively (application failures, technology failures, etc and how we can ensure that the executive and the clients receive seamless experiences.

• Outcome Driven - This is not a push the paper environment. We look for people to provide and deliver exceptional outcomes. Fast paced, no day, usually no hour, is the same.

• On “Ritz” Brand - Quality is key when dealing with our clients. Every communication, every visual communication must be on brand and provide stellar client experience. Think Ritz, not Walmart. (Nothing wrong with Walmart but our clients demand stellar experience and excellence and that is what we are paid for and must deliver.)

• If interested in pursuing this great role, please send a cover letter with these words – Excited to Excel. This is sent to [email hidden]; Subject: ADMIN VU via EU.

Someone with a minimum of 3 years or two jobs is preferred.

Duties include and are not limited to:

Daily upkeep of executive schedule

Planning the day to day schedule, outcomes and deliverables of the CEO as well as time management and deliverables of own deadlines and responsibilities

Create forms, presentations

Identifying opportunities for clients through agendas, minutes and

Fill out forms, online documents including certifications

Reports - develop professional

Maintain certifications and records in an organized and efficient manner

Write debriefs, summaries for people and companies, intermediate or advanced expertise

Write and communicate professionally

Communicate professionally with clients, executives

Create a monthly newsletter and maintain a database through Mailchimp

Maintain databases and excel spreadsheets

Excel spreadsheets - create professional docs, formulas and more, intermediate or advanced level Powerpoint - intermediate or advanced expertise

Calendly - intermediate or advanced expertise

Eventbrite - advanced to include ability to add graphics, create professional graphics

Research - resourceful, highly capable of accessing information quickly, absorbing information, and relaying in a concise and organized manner

Google drive - manage, organize at an intermediate level or higher expertise

Data - access data, and compute in a concise and organized manner

Excellent spelling and grammar, syntax - advanced expertise

Zoom - able to manage, schedule, intermediate to advanced expertise

Ensure timely invoices are submitted

Manage business development process and flow

Ideas to improve on efficiencies and systems

Create and improve on current templates, forms, communications, reports

Respond to communications in a timely and efficient manner

Other administrative duties as assigned

Canva or other design application - intermediate expertise

Traits we are looking for:

Quick learner

Resourceful

Close the loop mindset

Troubleshoot quickly; resolve quickly

Consistent and advanced follow-through

Organized

Efficient

Juggles many balls without dropping

Stays on top of things

Thinks in advance; has a B or C option mindset

Solutions-oriented

Create operational efficiencies

High technical acumen

Excellent professional written and verbal communications

How to be successful:

Be high functioning, keep up with fast speed environment; autonomous; resourceful; problem solver Have high technical acumen, manage the manager experience. You love operating in a fast-paced and creative environment and adhere to deadlines while producing high-quality work each and every time.

When this job is performed well:

Follow Core Values of the Company

Review and uncover opportunities for each client through vendor portals

Get clients on teams or prime

Uncover opportunities on google alerts

Uncover opportunities via agendas and minutes;

Review planning department annual strategic plans and budgets to uncover opportunities. this is for federal transportation budget, public agency budgets, and strategic plans

Status reports to clients - provide intel, opportunities

Track Pursuits – no deadlines missed; get on teams

Agenda research – timely reviewed

Minutes research – timely reviewed

Vendor portals search – timely reviewed and tracked

File Management per Client – easily accessible, user friendly,

Research per Client – timely submitted; inventoried

Respond to emails and communicate within the same day

Schedule events and meetings

Weekly review of events

Maintain Acuity schedule

Schedule Calls using Acuity and when needed customized email coordination

Review day of events with

Review end of the day with SR

Communication - what we liked; what is not working

Meet deadlines of tasks given

Manage online data management of files and folders and resources

Create Reports and presentations (when needed) for client updates (ie status reports), briefs and debriefs

Track actions and ensure timely delivery – attention to detail, multiple projects

Maintain all certifications within the due dates

Preferred

Experience with any type of work or skills that include fast-paced, high functioning environments - business development, coordination, procurement, sales, project management is a plus.