Administrative Concierge

Administrative Concierge

Online consulting business serving the e-commerce and coaching/consulting industries is currently seeking a full-time Administrative Concierge to assist the Chief Executive Officer in day-to-day business affairs.

The right candidate will embrace all aspects of the job, including everyday details, and will support the CEO in his role within the business, provide coordination of the team with clients, and assist with other ongoing business initiatives.

Essential Duties:

• Scheduling content to various social media platforms and channels
• Scheduling content through ActiveCampaign to company email list
• Managing email communications, corresponding with clients, prospects, and vendors, and ensuring all emails are delegated and dealt with appropriately and in a timely manner
• Acting as Facebook group administrator, including (but not limited to) adding and removing members, scheduling events, and moderating posts/comments as needed
• Acting as a liaison between creative and technical teams, and clients
• Updating client testimonials and case studies within Wordpress, and coordinating with clients and team members for additional content
• Creating and sending client invoices, tracking billing, and sending vendor payments
• Managing the team calendar, scheduling clients with the team, and ensuring proper communication and documentation for client scheduling requests
• Working in Google Drive, Google Docs, and Asana to organize internal and external documentation, client projects, and operational resources
• Upload new training videos into the client portal (Kajabi)
• Research travel and/or flight itineraries and accommodations, and book and reservations both domestically and internationally
• Anticipating issues before they occur, and taking a proactive approach to administrative and operational needs without being prompted
• Additional responsibilities as the person in this position grows with the team and company

Specific Position Responsibilities:

• Support CEO by taking on and/or delegating administrative and operational responsibilities
• Develop project plans and direct relevant staff members on project variables
• Manage CEO’s schedule and inbox, assist with travel arrangements
• Assist in monitoring client communications and projects, and provide notification to CEO when needed

1. Marketing Support:

• Scheduling pre-written content to social media
• Scheduling pre-written content to email list
• Actively seeking ways to streamline marketing systems/processes

1. Client Support:

• Onboard clients through the program process and create documentation as needed
• Act as liaison between team and clients on specific projects
• Provide scheduling between clients and team members
• Provide support in internal and external communication practices between company and client

4, Program Maintenance:

• Upload videos to client training portal, Facebook, and other locations as needed
• Update and maintain client testimonials and case studies, and take on the management of client win documentation

1. Income & Expenses:

• Send client invoices, tracking incoming and outstanding payments, and keep CEO informed of accurate, up-to-date numbers
• Send payments to vendors and other partners
• Provide financials to third-party contractors and/or consultants as-needed

• Bachelor’s degree desired, but not required
• 3+ years experience in an administrative or operational role required
• Experience within the online business, e-commerce, and/or coaching/consulting spaces highly desired
• 2+ years of proven experience supporting high-level individuals
• Proven ability to adapt and execute company initiatives, goals, and strategies
• High attention to detail
• A systematic or process-driven approach to business
• A commitment to high standards, excellence, the CEO, the company, and clients