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Administrative Assistant, EntreLeadership Coaching
Job#: 247299
Positions: 1
Job Type: Full Time
Location: US-TN-Nashville/Brentwood
Department: EntreLeadership
Category: Administrative
Contact: Chris Woodard
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Job Description

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?

 

Skills/Requirements

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.

 

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