Description

ProtopVA Community is excited to present this new job opportunity for a Full-Time Executive Assistant for ProtopVA 

COMPANY INFORMATION

ProtopVA is a Human Resource Services startup agency with its main offices in Houston, Texas.  We are a team that supports each other and believes in 1-improving ourselves, 2-self-awareness, 3-embracing and taking responsibility for our mistakes and growth, and 4-doing everything with integrity and passion.

SCHEDULE AND PAY RATE

•      Schedule: Monday to Friday; 08:00 am to 05:00 pm CST.

•      Time Zone: Central Standard Time

•      Hours: 40 hours/week

•      Languages Required: English and Spanish
•      Location: Open to LATAM

•      Pay Rate: $7.25/hour
*Rates are dependent on your experience, determined by ProtopVA.*

JOB DESCRIPTION

The Executive Assistant will play a critical role in overseeing and optimizing business operations, ensuring seamless interactions between clients and virtual assistants. This role involves managing administrative tasks, coordinating recruitment and placement processes, supporting sales activities, overseeing and coordinating between departments, and assisting the business owner with various tasks while maintaining high standards of service quality. As the Executive Assistant, you will facilitate client onboarding, manage client relationships, manage the executive’s agenda, and ensure operational efficiency to drive business growth and client satisfaction. You will report directly to the executive head of the corporation.

Key Responsibilities

1. Client Acquisition and Relationship Management

Conduct the client onboarding process, including documentation, initial 

consultations, and contract management.

Assist in client account management by scheduling meetings, managing 

communications, and addressing client inquiries or issues.

Assist clients as needed.

Monitor client satisfaction and collect and analyze feedback from clients and virtual assistants to assess service quality and identify areas for improvement.

2. Administrative and Operational Management

Draft and manage contracts and agreements for clients and virtual assistants, ensuring accuracy and compliance.

Assist in reviewing and improving operational processes to enhance efficiency and service delivery.

Maintain close communication with the sales, human resources, customer success, and finance departments to ensure timely delivery of the company’s services and client satisfaction.

Become familiar with all company processes and identify areas for 

improvement.

3. Sales Support

Conduct warm calls to prospective clients to introduce and promote ProtopVA’s services.

Present the company’s services to potential clients and address any questions or concerns.

Schedule Zoom appointments with prospects and clients, ensuring alignment with their availability.

Assist in Zoom presentation meetings and consultation meetings by preparing materials, coordinating logistics, and supporting the sales team during presentations.

4. Matchmaking and Placement

Assist in understanding client needs and preferences to ensure accurate matching of virtual assistants.

Support the placement process by assisting the HR department as needed and managing client-virtual assistant interactions.

5. Business Support and Coordination

Assist the business owner with various tasks, including coordinating meetings, following up on commitments, and tracking action items.

Prepare documentation for meetings and ensure all necessary materials are organized and available.

Oversee the progress and results of other team members, providing support as needed.

Monitor key performance indicators (KPIs) to assess team performance and operational efficiency.

6. Oversee the Finance Department’s Operations

Review and verify financial reports, ensuring accuracy and completeness in all financial documentation.

Monitor and check accuracy in invoicing and billing processes, and calculate payroll to ensure timely and precise payments.

Coordinate with the finance team to address any discrepancies in financial transactions, and implement financial controls and procedures to maintain proper financial management.

Qualifications

QUALIFICATIONS

- Proven experience as an executive assistant or similar administrative role.

- Proficient in MS Office (Word, Excel, Outlook, PowerPoint) and other office productivity tools.

- Knowledge of office management systems and procedures.

- Sales and HR support skills.

- Basic accounting knowledge specifically QuickBooks and Bookkeeping.

- Excellent time management skills and the ability to prioritize work.

- Attention to detail and problem-solving skills.

- Excellent written and verbal communication skills.

- Strong organizational and planning skills.

- Ability to work independently and as part of a team.

- Discretion and confidentiality.

ADDITIONAL REQUIREMENTS

1. Ability to multitask and work under pressure.

2. Flexibility and adaptability to changing workloads.

3. Proactive in anticipating needs and addressing issues.

4. Strong time management skills.

TO HAVE YOUR PROPOSAL CONSIDERED, PLEASE READ CAREFULLY THE FOLLOWING GUIDELINES TO APPLY FOR THIS JOB AND HOW TO WRITE YOUR PROPOSAL CORRECTLY:

GUIDELINES

PROTOPVA REQUIRED VALUE STANDARDS FOR ALL POSITIONS

1.     Honesty & integrity at all times

2.     Quick to respond and communicate

3.     Proactive, go-getter, figuring things out on his own (make Google your best friend)

4.     Humble, responsible, and accountable

5.     Professional and focused

6.     Looking for long-term work relationship 1-3+ years

7.     Team oriented

8.     Always willing to learn new things and develop new skills

9.     Efficient and committed to delivering on expectations, and deadlines