Executive Assistant

Proctor Gallagher Institute is looking for an experienced Executive Assistant to provide high-level, hands-on administrative and project management support for the Chief Operating Officer and Director of Marketing.

If you are a proactive and passionate self-starter who loves being Executive Assistant and wants to play a supportive role in projects, communication liaison, always evolving schedules, initiatives, and a fast-growing company - this is the position for you.

As the right hand to the COO & Director of Marketing, you'll ensure effective and efficient processes, time management, and deliverables.

RESPONSIBILITIES

• Be the eyes and ears of the executive internally and externally
• Provide strategic operational thinking and support for the executive and her variety of obligations
• Create, maintain, and update the executives' schedule, while strategically understanding how and where their time should best be spent based on initiatives, value-added propositions, and revenue-generating opportunities
• Identify actionable areas of focus, ask for advice, and have the mentality to exercise independent judgment on behalf of the executive
• Prep executive for her meetings with detailed briefs, agendas, and intended outcomes
• Attend executive meetings with or on behalf of the executive, record meeting notes, and manage action items with diligent follow up and delegation to the executive's team
• Coordinate schedules and agendas
• Plan and manage online meetings specific to the COOs participation
• Write well thought out communications and correspondence on behalf of the COO to staff or contractors as well as handle follow up
• On occasion, lead cross-functional projects across the company with the direction of the COO
• Provide Daily/Weekly updates on cross company projects for COO to review
• Responding to emails and document requests on behalf of COO/Director of Marketing
• Draft slides, meeting notes and documents for COO/Director of Marketing
• Work alongside Director of Marketing in understanding lead generation and event promotion to aid in tasks
• Assist with new staff onboarding process

Additional qualifications:



• Project management: establish objectives, determine priorities, manage time, gain the cooperation of others, monitor progress, problem-solve, make adjustments to plans and appropriately delegate tasks to the team
• Documentation management: coordinate, streamline, and maintain executive's records and files across Dropbox, Email, OneDrive, and Salesforce
• Privacy management: maintain an high level of discretion and manage sensitive company and client information
• Time management: operate with an always available mentality with the understanding that we value work-life balance, and can manage urgent needs and easily offset those with time offline

Desired Experience + Traits

• Full-time salary position as a 1099 independent contractor in a remote roll
• 2+ years of prior executive assistant/operations support is essential. Prior experience in a role with equivalent duties preferred
• Strong project management, planning abilities, and decision-making skills
• Excellent attitude with the willingness to take on new projects
• Ability to accept, process, respond, and course correct to direct feedback
• Ability to anticipate and overcome obstacles
• A highly service-oriented individual with the ability to work well both as an individual contributor and as part of a team
• Ability to work under pressure and handle a wide variety of activities, people, deliverables, and confidential matters with discretion
• Strong organizational and leadership skills
• Technically savvy and a strategic problem-solver
• Excellent written, verbal, and interpersonal communication skills
• Proficiency with Google Suite
• Experience in InfusionSoft, SalesForce and ActiveCampaign and bonus but not required
• ***Note: This position is remote, work from home. You will need to have your own laptop and internet for this position.