Executive Assistant

Overview: We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our organization's operations. The ideal candidate will have excellent communication skills, a customer-first mindset, and the ability to manage multiple projects and priorities simultaneously. This position plays a key role in client interactions, event management, sponsor relations, and administrative tasks, ensuring seamless operations across all areas of the organization.

Key Responsibilities:

1. Communication:

Welcome and onboard clients registered for training sessions.
Manage attendee information and respond to inquiries promptly and accurately.
Share promotional offers with clients, including discounts and special offers.

2. Client Intake & Onboarding:

Connect new clients with appropriate internal contacts.
Ensure a smooth transition for new clients during onboarding.

3. Training Support:

Collaborate with the sales and training teams to ensure training sessions are fully booked and scheduled.
Assist in managing trainer rotations, scheduling, and client communications to ensure training scope and preparation.
Support the onboarding of new trainers.

4. Sponsorship & Exhibitor Management:

Welcome new sponsors and exhibitors, providing them with benefits information.
Delegate tasks to team members to ensure sponsor and exhibitor needs are met.
Check in with team members and volunteers for updates.

5. Customer Satisfaction:

Conduct customer satisfaction surveys and gather feedback to improve service quality.

6. Financial Management:

Assist in following up on outstanding invoices and conducting monthly financial reviews.

7. Event Management:

Ensure necessary event materials (badges, agendas, signage, etc.) are prepared for attendees, speakers, and volunteers.
Oversee speaker packets, volunteer coordination, and event signage.
Provide support to volunteers and handle related inquiries.

8. Membership Management:

Manage the attendee app, online community, and membership communications.
Drive membership sales, support members, and post engaging content on the Membership Center.

9. Recruiting Coordination:

Coordinate hiring requests with the Talent team and assist in identifying candidates for the organization's events.
Work with marketing to promote talent recruitment initiatives and oversee outreach to potential candidates.
Assist in developing workforce development programs and referrals.

10. Social Media Management:

Manage the organization’s social media presence, including LinkedIn, to increase visibility and engagement.
Post regular updates and create content to drive online engagement.

11. E-Newsletter & Event Communication:

Prepare and send newsletters to subscribers and attendees, ensuring the content is engaging and informative.
Send event confirmations and follow-up communications.

12. Event Signage & Website Management:

Assist in creating physical and digital event signage, ensuring alignment with organizational branding.
Maintain and update the organization’s website with the latest events, resources, and sponsor information.

Qualifications:

Proven experience in a similar role, preferably in event management, client services, or executive support.
Strong organizational, communication, and multitasking skills.
Proficiency in Microsoft Office Suite, social media platforms, and CRM systems.
Ability to handle sensitive information with discretion.
Customer service orientation with the ability to build relationships with clients, sponsors, and stakeholders.

Job Type: Full-time

Experience:

Microsoft Excel: 1 year (Preferred)
Microsoft Powerpoint: 1 year (Preferred)

Work Location: In person

Inclusion Maine

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Executive Assistant