The Executive Assistant supports the CMO by handling administrative tasks, managing projects, and enhancing productivity through effective communication and organization.
This is a remote position.
Basic Function:
The Executive Assistant is to support the marketing teams in standard operating procedures by tracking all the administrative and clerical details and clearing the path to make the most impact on the business.
Position’s Intention:
The Executive Assistant supports the CMO by ensuring all the administrative and clerical details are cared for and clearing the path to make the most impact on the business both internally and externally.
Success Measurements:
Organized, clear-headed during emergencies, strong relationships with others that lead to growth of the team, customer satisfaction.
Essential Duties:
- Work directly with the CMO to anticipate barriers, find ways to continuously improve efficiency so the department runs efficiently
- Administrator of Zoho software suite to maintain, update and enhance the firm’s procedures through enhanced productivity
- Basic understanding of ETS/TGP services after training is completed
- Manage the training and development for sales admin team on all processes, procedures, and policies
- Zoho and CRM policies, training, and compliance
- Maintain Executive Assistant duties for CMO
- Place outbound calls and send follow-up emails using ETS process, scripts, and draft emails
- Schedule appointments, calls, meetings, webinars (Project Calls, Project Follow Up Calls etc.)
- Maintain and track CMO’s projects, tasks, and reminders, as requested
- Research, create, update, and maintain Zoho, ABLE and other CRM programs
- Research clients/firms via Google, company website, LinkedIn, etc.
- Research and pursue potential clients for ETS/TGP services for business development (new prospects)
- Maintain, Track, AIChE and other associations for business development (American Institute of Chemical Engineers)
- Monitor, track, process and follow up on all projects (CS, R&D, 179D/45L etc.)
- Prepare Cost Segregation requests, as required for new projects
- Submit and confirm signed LOEs to client and operations team
- Prepare and send emails on behalf of CMO (projects, webinar, new leads etc.)
- Basic understanding of ETS/TGP Services after training is completed
- Zoho and CRM policies, training, and compliance
- Place outbound calls and send follow-up emails using ETS process, scripts, and draft emails
- Schedule appointments, calls, meetings, webinars (Project Calls, Project Follow Up Calls etc.)
- Prepare and send emails on behalf of CMO, (projects, webinars, new leads, etc.)
- Perform other related duties as assigned
Requirements
Required Skills:
- Demonstrated ability to manage teams
- Conflict management skills
- Ability to manage multiple responsibilities at once
- Exceptional organizational skills and impeccable attention to detail
- Ability to complete a high volume of tasks and projects with little or no guidance
- Ability to deliver quality results in a fast-paced environment
- Excellent communication skills, written (basic grammar, punctuation) and verbal
- Must project an excellent customer service attitude
- Strong analytical, planning, and problem-solving capabilities
- Demonstrated initiative and ability to work independently with minimal supervision required
- Ability to effectively write reports and business correspondence
- Ability to effectively present information and respond to questions from managers, clients, customers, and general public
- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists
- Ability to interpret a variety of instructions furnished in written, oral, or schedule form
Education/Certification:
- Associate's degree (A.A.) or equivalent from two-year college or technical school; or
- Five (5) to Seven (7) years related experience and/or training; or equivalent combination of education and experience
Language Skills:
- Excellent verbal and written communication skills; capable of influencing internal and external stakeholders effectively.
Reasoning Ability:
- Strong analytical and critical thinking skills; ability to solve complex problems, make strategic decisions, and provide sound business judgment.
Computer Skills:
- Knowledge of sales software; Excel; Microsoft Office
Benefits
Medical, Dental, Vision, Basic Life, Vol Life, Short-Term Disability, LTD, 401k, PTO, ID Theft, Legal, Doctegrity, Pet Insurance, and much more!
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What you need to know about the Los Angeles Tech Scene
Los Angeles is a global leader in entertainment, so it’s no surprise that many of the biggest players in streaming, digital media and game development call the city home. But the city boasts plenty of non-entertainment innovation as well, with tech companies spanning verticals like AI, fintech, e-commerce and biotech. With major universities like Caltech, UCLA, USC and the nearby UC Irvine, the city has a steady supply of top-flight tech and engineering talent — not counting the graduates flocking to Los Angeles from across the world to enjoy its beaches, culture and year-round temperate climate.
Key Facts About Los Angeles Tech
- Number of Tech Workers: 375,800; 5.5% of overall workforce (2024 CompTIA survey)
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- Notable Investors: Strong Ventures, Fifth Wall, Upfront Ventures, Mucker Capital, Kittyhawk Ventures
- Research Centers and Universities: California Institute of Technology, UCLA, University of Southern California, UC Irvine, Pepperdine, California Institute for Immunology and Immunotherapy, Center for Quantum Science and Engineering
