Part-Time Executive Assistant

Job Summary

The Executive Assistant provides administrative and operational support, primarily on site, to the President and Owner of Vital Clarity, a one-person consulting and facilitation business; be prepared to hit the ground running.

Primary Duties and Responsibilities

Maintain the smooth operation of all aspects of the office, including physical office space. Design, manage and improve systems and protocols. Prepare
a wide range materials. Work directly with Owner and communicate with clients and prospects, keep Owner advised of time-sensitive and priority issues, ensure consistent follow up and attention to a lot of details.

Specific Job Responsibilities

Establish and Maintain Office Systems and Routines

• Take charge of assessing, maintaining and, if necessary, reorganizing, the filing system for all business records to improve efficiency and easy access, e.g., client folders & related documents, file rotation system, facilitation & training materials, and more.

• Provide financial records to remote bookkeeper, i.e., send & file receipts, improve existing system.

• Troubleshoot technology issues with Epson printer and other frequently used applications, e.g., Notes, Adobe Acrobat; google drive, docs, and sheets. Learn "Floor Plan Creator" application to create room diagrams for clients.

• Handle routine office tasks, e.g., mail, keep copier paper tray full, use supply of recycled paper whenever possible, purchase facilitation supplies.

• Keep owner desk and all flat surfaces free of "stacks" of random, unsorted documents or materials; keeps desk, copier, office chairs, laptop keyboards dusted regularly.

Track Priority Projects and Ensure Availability of Materials and Supplies

• Maintain familiarity with upcoming facilitation and training projects to ensure timely materials preparation.

• Coordinate with Owner to track project due dates using various tables.

• Design and maintain an improved flip chart storage system that enables easy retrieval and organization.

• Produce, or arrange to have produced, hand-printed flip charts and postings using templates and samples provided for specific projects, preserve re-usable materials whenever possible. All materials are pristine with no wrinkles, smudges, or crooked lines. Creative touches welcomed.

• Maintain inventory of handouts and related materials for three distinct services, i.e., strategic planning, ToP® Facilitation training and “Power Within Change” training.

• Order handouts, course manuals, office and facilitation supplies.

• Improve and/or maintain inventory of postings for all services.

• Maintain facilitation suitcase, briefcase and flip chart tube with necessary materials for each client engagement.

Some tasks may be able to be handled remotely as systems are in place and functioning smoothly, though most hours will be on office site.

Client Communications

• Communicate professionally, effectively and courteously in emails and by phone with prospects and clients in a way that reflects Owner commitment to excellence, responsiveness and making things easy for each client.

• Draft monthly Vital Clarity promotion emails, based on previous ones. Identify and assess new distribution channel options.

Essential Skills

• Excellent written and verbal communication skills, ability to establish rapport easily, can resolve misunderstandings respectfully and quickly.

• Consistently attentive to details and task completion.

• Excellent organization and time management skills.

• Ability to prioritize completion of multiple tasks and conflicting needs.

• Maintains confidentiality on all matters.

• Routinely takes initiative to gets things done.

Qualifications - The ideal candidate has:

• Three years of experience managing all aspects of a business office and/or project management

• Bachelor's degree in an applicable discipline, preferred.

• Proficiency in Google Drive, Docs, Sheets, Slides, MS Word, PowerPoint, Excel, Adobe Acrobat, Zoom QuickBooks Online, Floor Plan Creator app.

Job Type: Part-time

Pay: $25.00 - $30.00 per hour

Expected hours: 6 – 8 per week

Benefits:

• Professional development assistance

Schedule:

• 4 hour shift
• After school
• Evening shift
• Monday to Friday
• Weekends as needed
• Weekends only

Shift availability:

• Night Shift (Preferred)
• Day Shift (Preferred)

Ability to Commute:

• Asheville, NC 28805 (Required)

Ability to Relocate:

• Asheville, NC 28805: Relocate before starting work (Required)

Work Location: In person

Salary : $25 - $30