Executive Assistant to US Sales Team

NightOwl Consulting

About The Position

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to our team. The ideal candidate will be a top-performing professional who can seamlessly manage the day-to-day administrative tasks and contribute to the overall efficiency of our team.

Requirements

2+ years of Executive Assistance Experience
Proven experience as an Executive Assistant, supporting high-level executives in the mortgage or financial industry.
Exceptional organizational and multitasking abilities.
Proficient in all social media types
Strong attention to detail and a proactive approach to problem-solving.
Ability to handle many tasks in an ever-changing environment
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite and other relevant software.

Nice To Haves

Knowledge of Shape CRM is a plus.
Proficiency in Canva for assistance with marketing flyers is a plus.

Responsibilities

Efficiently manage and prioritize the executive's email correspondence, ensuring timely responses and appropriate follow-ups.
Handle both inbound and outbound calls as needed.
Maintain and organize complex calendars, schedule appointments, and coordinate meetings with internal and external stakeholders. (use of Calendly is integrated)
Provide light bookkeeping support, including expense tracking, invoice processing, and financial documentation organization.
Utilize Canva for designing professional and visually appealing presentations, marketing materials, and other collateral as needed. This may include graphics such as thank-you notes, birthday cards, etc.
Coordinate a social media calendar to ensure all posts make it to the appropriate medium.
Arrange and coordinate travel plans, accommodations, and itineraries for business-related trips.
Draft and edit correspondence, reports, and other documents on behalf of the executive team.
Prepare meeting agendas, attend meetings as needed, and compile meeting minutes. Ensure effective communication and collaboration within the team.
Assist in managing special projects, ensuring they are completed accurately and on time.