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Executive Office Coordinator
2 months ago
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.
- 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
- 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
- $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.