The EntreLeadership Coaching team is looking for a rock-star Administrative Assistant.
This role encompasses scheduling client calls, visits, and meetings for our coaches, booking event travel, coordinating lunch meetings and catering and everything in between.
Are you a “people person”?
Are you a Microsoft Outlook Ninja?
Do you thrive in a “team-player” environment?
Here are some of the requirements this position entails.
Must love people and love serving them.
Proficiency in Microsoft Outlook is a must.
Must be a detail-oriented person.
Must be comfortable with problem solving and not flustered by ever-changing processes and systems.
Manage calendar for Director of Coaching: book all meetings, phone calls, and client visits.
Coordinate lunch meetings and offsite meetings including catering.
Run errands for coach(es); i.e., get lunch if they're working through their break, last-minute items for travel, return rental car.
Request petty cash and process expense reports.
Book airfare/travel for coach(es) – Coordinate with LE team on logistics if traveling to a LIVE event.
Prep tour books for coach(es) for travel.
Create and update tickets in JIRA and/or AtTask for coaching projects.
Scan and upload all purchases for coach(es) to FoPS. Reconcile billing issues as needed.
Reconcile weekly reports to be sure all debit card receipts (for coaching expenses) have been submitted to accounting.
Review Revenue Report for coach(es), get approval, and submit the first business day of the month.
Take inventory of coach’s note cards, business cards, and any other office supplies; order if needed.
Manage coaching registration lists.
Participate in EMS as needed.
Schedule Lampo visits for Immersion coaching clients including hotel, car service, and lunch/dinner reservations. Provide client with detailed itinerary. Order gift basket for delivery to hotel. Prep meeting room with drinks, snacks, and all supplies. Ship materials to customer afterward as needed.
Send confirmation email to new clients, schedule onboarding calls, schedule monthly calls for entire coaching engagement period. Reschedule calls as needed.
Create client “master file” (includes DISC and Client Profile) and update with notes as calls are completed.
Field calls/emails for coach(es) and respond same day (24 hours at latest).
Purchase and ship Coaching client gifts. Keep a comprehensive list of which clients have been shipped a gift.
Check coach's voicemail when they're out of the office. (May be a few times per day if coach prefers.)
Assist attendees who experience difficulty in logging into a session.
Notify Tech Support, Front Desk, and Customer Care in advance of session so they can assist attendees experiencing technical difficulties
Supply Customer Care with a “sales sheet” when a call-to-action will be included in the eCoaching session.