Executive Assistant

About the Executive Assistant position :

The Executive Assistant is responsible for the general administrative functions and activities of the office and its overall operational flow and coordination. In addition, the Executive Assistant sets the stage for a positive client experience throughout the client lifecycle. From the client on-boarding experience through the wrap up of the project, this position is ultimately responsible for providing all clients important information. Through clear and accurate client pricing, timely ordering and expediting, accurate client invoicing, and successful coordination of any onsite installations.

About the team member :

An impressive problem-solver who can address complex issues with strategy and confidence. Has a tenacious drive to see tasks through to a successful completion. Always positive and forward thinking with a strong desire to provide exceptional customer service to our clients and internal stakeholders. Experience with multitasking, data entry, quick keyboarding skills, and attention to detail is imperative.

Team Member Attributes :

Task master, honest, respectful, direct, detail-oriented, efficient, accurate and incredibly hard-working.

Ensure Positive Client Experience throughout the client lifecycle.

• Responsible for onboarding new clients. (Letter of agreement, retainer, add client information into our CRM and accounting system).
• Responsible for accurately pricing items for client proposals in accordance with our pricing policies.
• Responsible for creating and sending client proposals.
• Responsible for accepting approved client proposals and applying customer payments.
• Responsible for ordering approved items in a timely manner.
• Responsible for consistent and regular expediting of orders. This includes updating designers and clients to potential problems or changes in expected delivery schedule etc.
• Responsible for coordinating and arranging client deliveries. In some cases, it may be necessary to be onsite during deliveries to help direct the moving company and to ensure everything is installed to the clients satisfaction.
• Responsible for monthly invoicing workflow, for both product and services. (i.e. products sold to clients as well as time billing).
• Primary point of contact for client questions as it relates to status of orders, payments made, coordinating deliveries, invoices, and any other general inquiries that may come up about their account.

Office Management

Ensuring client and vendor accounts are up to date, including receiving and processing client payments, monitoring accounts receivable for client accounts which are outside of payment terms, as well as process vendor invoices / credits.

Creation of ad hoc reports and communications for clients and internal use.

Participate in assessing, recommending, and / or implementing operational strategies including maximizing appropriate technologies. Development and documentation of processes and workflows.

Main vendor contact for order related questions.

Manage and resolve order damages and other issues, including reimbursements from vendors and to clients when applicable.

Oversight of corporate credit card administration.

Other Administrative & Office Tasks :

Monitor and order Office Supplies as necessary.

Miscellaneous and other duties as assigned.

Job Type : Full-time

Expected hours : 40 per week

Benefits :

401(k)

401(k) matching

Paid time off

Schedule :

8 hour shift

Day shift

Monday to Friday

Work Location : In person