Consultant Assistant

Consultant Assistant

Consulting Team | Sandy, UT

About us

Join adMind Analytics, a premiere digital analytics, digital marketing, and reporting consulting firm, as a Consultant Assistant. Our mission is to facilitate meaningful growth for prominent organizations by using measurement to make marketers better. We pride ourselves on our team of experienced analysts, developers, marketing specialists, Consultants, and strategic engineers. At adMind, we excel in helping clients leverage their data into measurable results, empowering them to make data-driven decisions and achieve continuous business growth.

As a Consultant Assistant, you will play a pivotal role in supporting our clients’ digital marketing and measurement strategy. You will learn to support clients in executing their marketing and measurement plan, plan and organize implementation, and communicate with stakeholders about progress and performance. With brands like Stanford University, Jason’s Deli, PDQ, The National Safety Council, Bowers & Wilkins, and Influx Data among our esteemed clients, you will have the opportunity to work with renowned organizations and make a significant impact.

At adMind, we value core principles that define our culture: Growth Mindedness, Extreme Ownership, Progress over Perfection, and being In love with the (Client’s) Problem. We foster an environment that encourages continuous learning, taking ownership of projects, prioritizing progress, and solving clients' challenges with passion.

What you’ll do for adMind

Position Overview:

We are seeking a highly motivated and organized Consultant Assistant to join our dynamic web analytics consulting agency. The Definition of Success for a Consultant Assistant is how effectively they are supporting their Consultant(s) by:

• Ensuring they spend >90% of their time on high-value, billable work
• Ensuring that they always have the prerequisites to complete tasks when they go to start them
• Managing expectations of their clients and teammates
• Helping them stay in their zone of genius

At adMind, a Consultant is responsible for making sure the client gets far more than what they pay for, that strategic decisions produce insights and results, and that adMind does what it says it will do and in return that adMind is trusted with more and more work. The responsibilities of a Consultant Assistant are described below:

Job Functions

This role requires a proactive individual with exceptional communication skills and a strong ability to learn quickly and adapt to new challenges.

• Coordinate Work Across Consultant’s Book of Business
  • Daily Standups: Every day hold a 10-minute meeting with your Consultant that covers:
    • Outstanding work items we are waiting for from clients.
      • Including how long they have been outstanding.
    • Outstanding work items we are waiting for from our team (engineers, analysts, etc.).
      • Including how long they have been outstanding.
    • Outstanding work items that your Consultant owes to teammates or clients.
      • Including how long they have been outstanding.
    • Arranging the Consultant’s calendar for the day to accomplish their work items.
    • Take action items for yourself to follow up with clients and internal resources as necessary, including communicating if timelines change.
    • Ensure that Consultant’s time is tracked and associated with the correct client project.
    • Keep a record of non-billable time and what was done during that time.
  • Email & Calendar Management: Continual monitoring of your Consultant’s email and calendar whereby you:
    • Organize and manage all emails received by your Consultant.
    • Respond to clients in under 15 minutes during business hours.
      • Even if the response is “We’re looking into it and will have a response in XX time.”
    • Ensure that your Consultant sees and responds to urgent messages.
    • Manage meetings and time blocks on your Consultant’s calendar.
      • If something isn’t ready in time for one of their meetings, adjust accordingly.
    • Manage your own calendar in such a way that you can deliver what your Consultant needs in preparation for their tasks for the day.
  • Sales Support: Support your Consultant with all sales-oriented tasks, including:
    • Sending out sales documents as directed by your Consultant.
    • Following up with clients to field questions and coordinate appropriate responses until documents are signed.
    • At your Consultant’s direction, track sales opportunities in the CRM, keeping records updated with potential deals and client notes about progress and needs.
  • Work Management: Ensure that all tasks and projects are completed on time at a high level of quality. You are doing this well when tasks, deliverables, and milestones are completed on time more than 90% of the time. Responsibilities include:
    • Attend your Consultant’s meetings and:
      • Take appropriate notes.
      • When your Consultant says, “We’ll do xxxx”, note it and make yourself tasks to follow up as needed.
      • When a client says, “We’ll give you access to xxxx”, not it and make yourself tasks to follow up as needed.
    • Sprint Organization: Prepare for and facilitate sprints and track progress. You are doing this well when all team members know what work items need to be completed within each sprint and the team has self-organized around getting things done. Responsibilities include:
      • When your Consultant directs work to be done by the team make sure that:
        • It is assigned in our project management platform (Teamwork).
        • Appropriate knowledge gets transferred (either by you or by scheduling a meeting with the right people to hand off the pertinent information).
        • The assigned resource has enough time to complete the task.
      • Organizing weekly spring planning and spring check-in meetings to ensure shared understanding of the status of mid/long term deliverable progress for all your Consultant’s clients.
      • Make sure that your Consultant knows well ahead of time and can react to client objectives that might be met on time or at all.
    • Identify & Clear Roadblocks: Proactively call out, record, and work to clear roadblocks for different work items. You are doing this well if roadblocked tasks for your team average less than 2 days in the roadblocked status.
    • Documentation: Maintain comprehensive and organized records of all project-related activities, ensuring easy access and retrieval of information. You are doing this well if team members have easy access to all pertinent information regarding contracts, key communication with clients, and client deliverables.
    • QA of Deliverables (adMind-to-client or client-to-adMind): Be an extra set of eyes for your Consultant to save them time and prevent issues by:
      • Doing a basic review of any deliverable being sent to a client (e.g., “Client wanted ‘x’, ‘y’, and ‘z’. This looks we might not have covered y, right?”).
      • Reviewing data and access sent from clients, for example:
        • “We asked for access to systems ‘A’, ‘B’, and ‘C’. It doesn’t look like we have ‘C’ yet, and we have the wrong permissions in ‘B’. Client, what can we do to help this along?”
        • “We asked for data that has IP Address and Email in it. It doesn’t look like we have Email. Is there a limitation we should know about?”
      • Reviewing work completed by our internal team before the Consultant does a review. For example:
        • “Teammate, we told the client we’d get tracking for ‘A’ and ‘B’. I’m not sure this includes ‘B’. Does it?”
        • “Teammate, client wanted a filter for ‘A’ and a metric for ‘B’ on this report. I don’t see a filter for ‘A’, is this ready for the Consultant to review?”
      • Client & Team Interaction:
        • Guiding Calls: Facilitate client and internal calls by preparing agendas, leading discussions, and capturing detailed notes and action items. You are doing this well if Consultants are able to join calls with less than 5 minutes of preparation (reviewing agendas, notes, etc. that you have created).
        • Client Communication: Manage email and chat communication, acting as a liaison between Consultants and clients to ensure seamless information flow and maintain strong relationships. You are doing this well if your team’s Consultant is only checking email or chats upon your prompting, and all client communications are responded to within 4 hours of receipt.
        • Internal Communication: Serve as a point of contact for internal team members, ensuring that information is disseminated accurately and efficiently. You are doing this well if team members never spend time on work that wasn’t approved by the client and Consultant.
        • Supporting Your Consultant:
        • Meeting Scheduling: Provide general administrative support to Consultants, including scheduling meetings and managing calendars. You are doing this well if Consultants never have to coordinate calendars or schedule meetings.
        • Personal Tasks: Support Consultants with personal tasks as required to help them maintain focus and efficiency in their work. You are doing this well if Consultants hand off at least one task of a personal nature to you per week.
      • Improving adMind’s Process:
        • Process Improvement: Identify opportunities for process improvements and contribute to the development and implementation of best practices within the team. You are doing this well if you make weekly changes to living process documents.
        • Your Own Learning: Stay updated on industry trends and technologies to continuously improve skills and knowledge relevant to the role. You are doing this well if you read/listen to at least one business improvement book per quarter.
      • Feedback Implementation: Actively seek and implement feedback from Consultants and team members to enhance the quality of support provided. You are doing this well if hold a biweekly sprint retrospective and implement at least 2 changes per month based on the feedback delivered in those meetings.

Requirements

What you already know:

• Experience and Education: 1-3 years of experience in a similar role, preferably within a professional services environment. Degree in Business Administration, Marketing, Communication, or a related field/comparable experience.
• Organizational and Multitasking Skills: Exceptional organizational and multitasking abilities with a high level of self-motivation and the ability to work independently with minimal supervision.
• Communication Skills: Strong communication skills, both written and verbal, with the ability to maintain professionalism and confidentiality in all interactions.
• Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and project management tools (e.g., Teamwork, Asana). Ability to learn quickly and adapt to new technologies and processes.
• Problem-Solving and Attention to Detail: Strong problem-solving skills and attention to detail, with grit and resilience to take on challenges and persevere through difficulties.
• Client Interaction: Comfortable speaking to high-end clients and managing high-pressure situations with a proactive and positive attitude, with a willingness to go above and beyond to support the team.

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Benefits

This position is eligible for all full-time employee benefits, including:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• 401(k)
• Unlimited PTO
• Every 2nd & 4th Friday of the month off
• A career with growth opportunity and the ability to make an impact daily
• Working with highly talented colleagues
• Monthly team activities