Administrative Executive Assistant
Overview
Responsibilities:
Executive Support (60%)
• Email and Calendar Management
- Organize and manage the CEO’s email inbox, ensuring timely responses, prioritizing important messages, and flagging urgent matters for attention.
- Manage the CEO’s calendar, schedule appointments, and book travel arrangements, ensuring optimal time management and efficient scheduling.
- Strategically align calendar activities with organizational priorities and anticipate potential conflicts or opportunities.
• Meeting Coordination
- Coordinate and arrange internal and external meetings and speaking engagements, handling logistics and preparing materials.
- Assist in preparing meeting materials, including agendas, minutes, supporting documents, and action items.
• Stakeholder Engagement
- Act as a point of contact, maintaining positive relationships with clients, partners, and internal team members.
- Screen and prioritize correspondence, calls, and meeting requests for the CEO to ensure efficient use of time.
• Document Preparation
- Draft, edit, and manage correspondence, presentations, reports, and other materials.
- Generate and analyze reports from tools like Zoho CRM to provide actionable insights for decision-making.
• Confidentiality and Process Improvement
- Handle sensitive information with discretion and maintain confidentiality.
- Identify areas for process improvement, recommend solutions, and partner with the DOO to create and maintain standard operating procedures (SOPs).
• Personal Support
- Assist with personal tasks for the CEO as needed, ensuring seamless support in all areas.
Business Function Support (40%)
• Administrative
- Manage company email accounts, fulfill book orders, and perform other general administrative duties.
- Organize and maintain the company’s Microsoft OneDrive, ensuring files are properly labeled, stored, and easily accessible for the team.
- Serve as the organization’s Microsoft 365 go-to resource, troubleshooting issues and optimizing workflows.
• Sales
- Support the sales function by managing and forwarding lead inquiries from LinkedIn, the company email inbox, and other sources.
- Assist with follow-up tasks by maintaining and updating the Zoho CRM system, ensuring data accuracy, and facilitating efficient workflows.
- Act as the Zoho One Subject Matter Expert (SME), providing guidance, training, and support to team members to maximize tool utilization.
- Assist with post-engagement activities, including client correspondence and communications.
• Content Management
- Assist with media editing and research to support social media efforts.
- Regularly audit the website for updates and collaborate with the web developer to learn and execute basic maintenance tasks.
• Operations
- Manage systems and tools, maintain trackers and reports, and provide technical support and troubleshooting for virtual events.
- Assist with talent-related administrative activities, such as supporting recruiting efforts, facilitating onboarding processes, and coordinating training for contractors and new hires to promote smooth integration into the team.
- Proactively identify inefficiencies in workflows and recommend solutions to improve operational productivity.
• Accounting
- Track expenses, assist with invoicing, and provide administrative support for accounting tasks.
About
Raven Solomon Enterprises (RSE) is a workforce development firm dedicated to preparing today’s generation for the diversity of tomorrow through future-ready inclusion™. Through dynamic speaking engagements, training, coaching, and strategic advisory services, we serve organizations of all sizes across diverse industries. Our clients include Universal, MetLife, Southwest Airlines, L’Oréal, Hershey, and the American Society of Association Executives. Driven by our mission to make spaces more inclusive, we strive to create meaningful impact and foster lasting change.