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