Chief Administrative Coordinator

We are looking for an exceptional Executive Assistant to support our organization's daily operations and marketing efforts.

• Administrative & Operational Support:
  • Expertly manage and triage the Founder's inbox, categorizing, routing, and escalating issues as necessary
  • Optimize calendar management, including scheduling meetings, resolving conflicts, and sending invitations
  • Maintain and update databases (press lists, vendor lists, etc.)
  • Oversee computer and equipment maintenance, management, and procurement
  • Manage office including ordering supplies and coordinating maintenance
  • Arrange travel, accommodations, itineraries, and related correspondence
  • Create and execute detailed expense reports for business trips
• Client & Business Development Support:
  • Triage and respond to inbound inquiries from potential clients
  • Maintain the CRM and ensure accurate daily updates
  • Assist in organizing and participating in business development activities
  • Send welcome packages to new clients
• Communications & Marketing Support:
  • Support in updating website and social content created by the team
  • Manage and assist online entries for awards
  • Reach out to journalists and send press releases
  • Research contacts for journalists, events, and other outlets in the best interests of the organization
  • Support founders in press or event initiatives as required
  • Assist the Founder in managing the content calendar for social media
  • Help coordinate and execute in-house projects such as holiday gifts and events
  • Research speaking engagements for the founders
  • Research opportunities for new business, including contact information for potential partners
• HR & Finance Support:
  • Maintain the payroll system, including onboarding/offboarding employees, updating salaries, and managing group insurance plans
  • Draft contracts for employees and freelancers
  • Manage sick leave protocols and communications
  • Support recruitment processes, including triaging candidate applications
  • Coordinate employee onboarding and offboarding (account setup, welcome packages, etc.)
  • Process and manage accounts payable and receivable
  • Perform weekly bookkeeping reconciliations
  Qualifications:
  • 4+ years of experience in executive assistance, communications, or marketing
  • Must be able to work on Eastern Standard Time (EST)
  • Proven ability to communicate effectively and build relationships
  • Strong organizational and time-management skills
  • Highly motivated, resourceful, and a go-getter mentality
  • Proficient in Google Workspace (Google Sheets, Google Docs, Gmail), Excel, and Microsoft Word
  • Experience with CRM software and sales tools is a plus
  • Comfortable working flexible hours when needed
  About this role:

This is an exciting opportunity for an organized and proactive individual to join our team. As an Executive Assistant, you will provide administrative and operational support, client and business development support, and communications and marketing support. You will also provide HR and finance support, maintaining our payroll system, drafting contracts, and performing weekly bookkeeping reconciliations.

We offer a dynamic and supportive work environment, where you can grow and develop your skills. If you are a highly motivated and resourceful individual with excellent communication and problem-solving skills, we encourage you to apply for this role.