Bayside Solutions - Vallejo, CA
posted 3 months ago
As an Executive Assistant, you will provide comprehensive administrative support to the Executive team, with a deep understanding of the demands associated with Business Development. This role requires a highly self-motivated, professional individual who can effectively manage competing priorities in a fast-paced, high-growth environment. You will be responsible for coordinating executive communications, drafting and formatting emails or written documents, responding to emails, and interfacing with all levels of internal and external clients. Your role will also involve scheduling meetings and appointments, assisting executives in organizing meetings by preparing agendas, proposals, reports, research, and providing information to the executives before meetings. In addition, you will arrange and support Zoom video meetings, conferences, company training, and sales presentations, as well as prepare meeting slides in PowerPoint. Organizing and coordinating all travel, transportation, hotel, and meeting arrangements will be a key part of your responsibilities, along with being available to assist with ad hoc changes, missed flights, and other issues while executives are on the road. You will assist with project management and event planning, including arranging corporate events inside and outside the workplace, and manage the internal organization's brand, reputation, and core values, acting as an ambassador of the culture. Your duties will also include setting up internal staff meetings, offsite meetings, conferences, and client meetings, including preparation of conference rooms, meals, and presentation/conference and sales materials. You will attend and participate in industry functions as a representative of the company, coordinate and organize all tradeshow arrangements, and assist in aggregating and formatting monthly Key Performance Indicator reports from various sources. Upholding strict levels of confidentiality and maintaining the highest level of discretion will be essential in this role, as will carrying out an efficient documentation and e-filing system. You will also assist in the CRM as needed, running reports, compiling information, and generating lists, while supporting the sales team with marketing campaigns and client retention tools.