Administrative Assistant

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This Admin Assistant role will encompass not only supporting the Operations Manager and Executive Team with marketing, sales, finances, and product projects but also managing day-to-day admin tasks, improving systems, and leading a motivated team towards achieving company goals. You will play a critical role in project management, team guidance, and ensuring that all aspects of business operations run smoothly.

Responsibilities

Business Management Support:

• Client-Centric Mission: Ensure the team remains focused on delivering client satisfaction and long-term outcomes.
• Company Tenets: Reinforce company values across all departments to guide decision-making.
• Process Management: Create, implement, and support company processes and documentation.
• Fact-Checking & Business Development: Ensure accuracy in all aspects and explore new business opportunities.
• Company Cadence: Maintain and execute operational cadence, ensuring targeted interactions with departments throughout the year.
• System Implementation: Ensure company systems are applied throughout the organization, enhancing leadership and accountability. Help each team member understand their responsibilities, deliverables, and outcomes.
• Decision-Making & Conflict Resolution: Assist in prioritizing and making tough decisions, like saying “No” to unnecessary expenses, clients, and meetings.
• Time Study & Reports: Regularly conduct time studies and evaluate reports to optimize team performance.

Project Management:

• Project Oversight: Drive and manage ongoing company initiatives and deliverables, ensuring they are completed on time.
• Task Delegation and Follow-up: Create, assign and make sure tasks for short- and long-term goals (30-day, 90-day objectives) are met.
• Calendar & Workflow Management: Oversee calendar management for the Operations Manager and company projects.
• Email inbox management: review, respond and follow-up with all email communication.
• Process Improvement: Regularly review and update processes, making improvements where necessary.
• Goal Tracking: Set metrics and milestones to track the progress of various projects.
• Airtable Management: Utilize Airtable to manage project workflows, ensuring all tasks are accounted for and executed.

Requirements:

• Graduation in Administration, Marketing or similar fields is appreciated.
• 2-3 years of experience in operations roles.
• Sales Experience is a bonus.
• High-Level Communication Skills: Ability to effectively communicate with the company, executive team, and staff.
• Adaptability: Flexibility in working around varying demands from the CEO and team.
• Emotional Resilience: Maintain calm and clear-headedness during stressful periods.
• Leadership & Self-Awareness: Ability to understand both team and personal development needs.
• Goal Setting & Execution: Strong skills in setting achievable timelines and meeting deadlines.
• Data-Driven Decision Making: Use data and assessments to drive company growth and efficiencies.

Results:

• Strong adherence to company cadence and team accountability.
• Clear outcomes and scoreboard tracking for every team member.
• Project deliverables met within timelines, creating positive client and company outcomes.
• Efficient use of minimum effective dose systems for maximum results.
• Financial, legal, and operational elements of the company are up to date.
• Strategic growth and support in achieving company goals.