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Executive Office Coordinator

2 months ago


Washington, Washington, D.C., United States HumanPoint Full time
About the Role

We are seeking a highly skilled and organized Executive Administrative Assistant to join our team at HumanPoint. As a key member of our support staff, you will provide exceptional administrative support to our CEO and executive team, ensuring seamless day-to-day operations and contributing to the success of our organization.

Key Responsibilities
  • Scheduling and Information Management
    • Manage the CEO's calendar, ensuring it is organized and manageable, and make adjustments as needed to respond to changing business requirements.
    • Schedule coaching sessions and client meetings for the CEO and 12 executive coaches, handle rescheduling requests, and send out calendar invitations.
    • Manage incoming requests and inquiries from coaches, clients, and team members, providing accurate information and guidance.
    • Schedule domestic and international travel for the CEO.
    • Answer inquiries and provide information to prospective clients, clients, and executive coaches.
    • Manage HubSpot (CRM), ensuring information is up-to-date.
  • Communication
    • Communicate on behalf of the CEO to provide a proactive communication channel between the CEO and coaches, staff, and clients.
    • Handle client mailings, invitations, and correspondence.
    • Post on social media, edit and post blogs.
    • Assist with preparing and editing client newsletters and communications.
    • Assist with preparing PowerPoint slides for client communications and presentations.
    • Respond to information requests from prospective clients, coordinating introductory meetings.
  • Project Administration and Support
    • Execute tasks in a timely and responsive manner, with self-accountability and proactive leadership.
    • Administer Employee Surveys and Assessments and assist in preparing reports for delivery to clients.
    • Support new client and new coach onboarding.
    • Support new project onboarding.
    • Coordinate onsite meetings and leadership retreats.
    • Manage attendance for programs.
    • Enter data in HubSpot client CRM.
    • Document key client meetings, virtually and occasionally in person.
    • Review client feedback and take appropriate actions.
    Requirements
    • Basic Qualifications
      • High school graduate (minimum education requirement)
      • 5 years of experience
      • Professional services administrative experience preferred (accounting, law, training, consulting, construction, architecture)
      • Customer service roles preferred (experience talking to clients)
    • Required Knowledge, Skills, and Abilities
      • Strong executor and task-oriented mindset
      • Self-starter able to work independently
      • Willingness to jump in and help where needed
      • Strong attention to detail
      • Prioritizes learning
      • Collaborative approach
      • Demonstrates an aptitude for learning new concepts on the job
    • Communication and Interpersonal Skills
      • Proactive communication abilities
      • Business communication skills
      • Excellent telephone etiquette
      • Ability to handle confidential and sensitive information
    • Time and Task Management
      • Ability to multi-task between multiple projects
      • Excellent time management and task prioritization skills
      • Good judgment - understands when to make minor adjustments independently and when to consult the executive
    • Technical Skills
      • Comfort with technology
      • Proficiency in Microsoft Office Suite, including:
      • Microsoft Teams
      • Word
      • Excel (basic spreadsheet skills)
      • PowerPoint
      • Experience with project management software
      • Proficiency in scheduling and managing Zoom meetings
      • Data entry skills in CRM systems (specifically HubSpot)
    • Administrative Skills
      • Skilled in managing CEO's calendar and logistics
      • Proficiency in scheduling meetings with client's Executive Administrators
      • Proficiency in records management using Microsoft Teams
      • Ability to prepare documents and PowerPoint slides
    • Project and Event Management
      • Project coordination skills
      • Learning materials administration
    • Marketing and Social Media
      • Social media posting skills
      Working Conditions and Hours of Work
      • Work from home with 1-3 days per month in the office in Bellevue, Washington
      • Must be able to work from home productively and work in front of the computer for extended periods
      • Must be flexible to cover occasional in-person events and general errands, such as picking up and delivering workshop materials and mailing out client gifts
      • Work happens during regular office hours, 8am-5pm Pacific, standard work week
      • Flexible work hours and schedule with good communication on availability
      Compensation and Benefits
      • $31 - $35 per hour
      • Option to work full-time (40 hours) or part-time (32 hours) per week
      • Medical, dental, and vision insurance
      • SIMPLE IRA with 3% of salary match
      • 3 weeks' vacation annually

HumanPoint is an equal opportunity employer and values diversity in our workplace.