Executive Assistant and BD Support

Job Overview

We are seeking a dynamic and highly organized Executive Assistant and Business Development (BD) Support professional to join our team. This role is vital in providing comprehensive administrative support to the President and CEO while actively contributing to business growth initiatives. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organizational skills, proactive problem-solving, and a passion for facilitating seamless operations. Your energetic approach will help drive efficiency, foster collaboration, and support strategic business development efforts across the organization.

Responsibilities

• Manage and coordinate complex calendars for executives, including scheduling meetings, appointments, and travel arrangements using tools like Microsoft Outlook Calendar and other productivity software
• Prepare, proofread, and transcribe documents, reports, presentations, and correspondence with precision and attention to detail
• Support the organization of company events, meetings, and conferences from planning stages through execution, including venue booking, catering, and logistics.
• Support business development activities by assisting with client communications, proposal preparations, and tracking leads using CRM systems.
• Handle internal communication channels efficiently to ensure timely dissemination of information across teams and departments
• Maintain confidentiality of sensitive information while managing administrative tasks such as filing, data entry, and managing multi-line phone systems with professionalism
• Coordinate business travel arrangements including flights, accommodations, transportation, and itineraries using various booking platforms
• Assist with project coordination efforts by tracking deadlines, preparing agendas, taking meeting minutes via video conferencing software like Zoom or Teams
• Manage office supplies inventory and oversee general office management duties to ensure a productive work environment

Business Development and Marketing Support:

• Create and update various marketing documents such as forms, process maps, and pricing lists.
• Organize and maintain the marketing room, ensuring all materials are in place and easily accessible.
• Manage inventory of marketing materials and promotional items, including placing orders and coordinating shipments.
• Meet with BD manager daily for daily tasks to be completed
• Send out marketing materials to customers
• Pack for trade shows, events, CEU’s and sales calls
• Maintain supplies – presentation sets, marketing documents, etc..
• Put together giftbags for potential customers/visitors
• Issue CEU certificates as needed
• Create Meeting invites for BD Team
• Delegate contact and marketing emails to the correct employees
• Delegate phone calls to the correct employees
• Prep for customer visits (room prep, office prep, catering prep, follow-up prep, reservation, pre-customer questions, book hotels and rental cars if needed.

Requirements

• Proven experience as an executive assistant or personal assistant supporting C-suite executives in a fast-paced setting
• Strong organizational skills with the ability to prioritize tasks effectively under tight deadlines
• Excellent written and verbal communication skills with professional phone etiquette
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), productivity software, and video conferencing tools
• Ability to handle confidential information discreetly and responsibly
• Demonstrated project coordination skills with attention to detail and follow-through
• Technical proficiency in office management tools such as DocuSign for document signing workflows
• Strong data entry skills along with proofreading and transcription abilities
• Customer service orientation with a proactive attitude toward internal collaboration and support

Join us to be part of a vibrant team where your energy fuels our success! This role offers an exciting opportunity to develop your administrative expertise while actively supporting strategic initiatives that propel our organization forward. We value proactive professionals who are eager to make an impact through their organizational prowess and collaborative spirit.

Pay: From $50,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Retirement plan

Work Location: In person