Executive Assistant

General Responsibilities:

Extremely technologically savvy, as our clients use a variety of cloud-based software and programs and we expect our virtual assistants to be able to pick up new software quickly to best serve our CEO.

The ideal candidate will also have experience utilizing their skills to manage our CEO outside of work as well.

Manage all incoming leads from the website, schedule lead calls, and add leads to our project management software

Assist in proposal and contract creation for clients based on templates and standards

Manage CEO’s calendar and travel to ensure she is not over capacity and no details are missed

Manage CEO’s email and respond on her behalf in her tone and voice

This role should be comfortable representing a culture of diversity, equity, and inclusion.

This role has a little bit of leadership as well as it is responsible for helping drive the internal culture of the agency as well

Works with the entire Hashe team to ensure proper operations of the organization

Works very closely with CEO and helps make executive-level decisions

Serve as the first point of contact for all escalated team or client issues

Grow the efficiency of existing organizational processes and procedures to enhance and sustain the organization’s internal capacity

Actively pursue strategic and operational objectives

Ensure operational activities remain on time and within a defined budget

Track staffing requirements, and discuss with the Executive Team when hiring new employees is needed

Forecast agency risks and help develop the agency's strategic growth plan

Lead, motivate, and support a large team within a time-sensitive and demanding environment, including setup and implementation of career development plans for all direct reports and problem resolution

Weekly 1-1s with the internal team, monthly reviews with external resources

Evaluate internal processes for process improvement

Evaluate the tech stack and develop a cost-benefit analysis

Assist with client pitch presentations, pricing, and proposal development

Step in and fill resource gaps as needed

Step outside the box and develop creative solutions to help agency growth

Knowledge, Skills, Abilities & Competencies:

Bachelor’s degree

4+ years proven experience in an operations management position

Budget development and oversight skills

Excellent ability to delegate responsibilities while maintaining organizational control of company operations

Ability to learn and master entire agency operations and suggest improvements where needed

Basic knowledge of financial data, profitability, and scalability

Ability to drive and maintain a positive work environment and ideal agency culture

Strong critical thinking skills and ability to problem solve on the fly

Highly trained in conflict resolution, process improvement, and problem-solving

Knowledge of general business software and aptitude to learn new applications; proficiency in Google Suite (Gmail, Docs, Sheets)

Ability to set up recurring payments in Quickbooks

Ability to book travel and build itinerary (flight and hotel accommodations)

Working knowledge of management software programs such as Monday.com or Accelo

Strong communication, organization, communication, and follow-up skills

Initiative & personal responsibility for work

Strong attention to detail with the ability to multitask

Accountability and flexibility with the ability to work in a fast-paced environment

Positive, team-player attitude

Exhibits strong listening skills and the ability to tactfully communicate positions on relevant issues to reach team consensus