Executive Support Specialist

Rapport International•Sudbury, MA

1d•Remote

About The Position

Rapport International is a growing language services company providing written translation and spoken interpretation services in more than 200 languages. For over 35 years, we have helped organizations communicate clearly across languages and cultures. Our vision is to connect people for a peaceful and prosperous world. Our mission is to unite people across languages and cultures. We operate on four core values: Connect, Understand, Deliver Quality. We are a team that works hard, supports one another, cares deeply about our clients, and enjoys having fun along the way. We value initiative, continuous improvement, and people who look for ways to make things better. Several people who have held this role have grown into management positions within the company. This is not a traditional administrative position. As the Executive Support Specialist, you will work directly with the CEO to help drive the growth and success of the organization. You will support business development activities, coordinate strategic projects, manage critical information, and help ensure opportunities move forward efficiently. You will thrive in this role if you enjoy variety, can quickly learn new concepts, and are comfortable taking ownership of projects with minimal direction. No task is too small or too large when it contributes to the company's success. The ideal candidate is highly organized, proactive, resourceful, detail-oriented, and enjoys working behind the scenes to help a team and organization succeed.

Requirements

Experience in executive support, business development support, project coordination, operations, administration, or a similar role
Exceptional organizational skills and attention to detail
Strong written and verbal communication skills
Ability to manage multiple projects and competing priorities
Strong research and analytical abilities
Ability to work independently with minimal supervision
Proficiency with Microsoft Office and business software tools
Computer and quiet professional workspace for remote work

Nice To Haves

Experience using HubSpot or other CRM platforms
Experience supporting sales, marketing, or business development activities
Experience preparing proposals, bids, or reports
Experience coordinating projects involving multiple stakeholders
Interest in languages, cultures, international business, or global communication

Responsibilities

Research target industries, organizations, and prospect lists
Identify conferences, events, and networking opportunities
Find and submit speaking proposals on behalf of the CEO
Create and manage email sequences in HubSpot
Schedule and support sales meetings
Develop sales, proposal, and performance reports
Research and track RFQs, RFPs, bids, and contract opportunities
Coordinate proposal and bid submissions
Maintain procurement portal registrations and vendor profiles
Develop state contract and sales reports
Maintain public relations and outreach databases
Coordinate podcast guest opportunities, speaking engagements, and other visibility initiatives
Create PowerPoint presentations and supporting materials
Monitor and manage email communications
Maintain and update HubSpot CRM records and marketing tools
Add and update contacts and business information
Document and improve business processes
Coordinate projects across departments
Arrange travel and logistics
Renew certifications and organizational registrations
Provide exceptional service to clients, partners, and team members
Anticipate needs and proactively solve problems before they become obstacles