Job Summary
We are seeking a highly organized, resilient, and phone-driven Executive Administrative Assistant who thrives in a fast-paced, high-pressure environment. This role blends traditional administrative responsibilities with a strong emphasis on handling and making a high volume of calls throughout the day.
The ideal candidate is confident on the phone, able to think on their feet during sales and follow-up conversations, and can stay composed while managing multiple priorities. While administrative duties remain important, the primary focus of this role is call handling, outbound dialing, and live conversations, all while supporting executives and the broader team.
This position requires a team-oriented mindset, adaptability, and the ability to perform under daily performance expectations.
Key Responsibilities
- Make and receive a high volume of calls daily, meeting performance expectations of 60–70 outbound dials per day and 1.5–3 hours of daily talk time.
- Handle inbound and outbound calls with confidence, professionalism, and composure, including sales-related and follow-up conversations.
- Manage executive calendars using Microsoft Outlook Calendar and Google Workspace, efficiently scheduling calls, meetings, and appointments.
- Provide executive administrative support, including preparing correspondence, reports, and presentations with high attention to detail.
- Accurately document call notes, outcomes, and next steps within internal systems or CRMs.
- Coordinate follow-ups and action items resulting from phone conversations to ensure timely execution.
- Perform data entry, filing, and document management while maintaining accuracy and confidentiality.
- Assist with bookkeeping tasks using QuickBooks, including invoicing, expense tracking, and basic bookkeeping support.
- Support office operations such as supply management, front desk coordination, and maintaining office organization.
- Assist with special projects and event coordination as needed.
- Transcribe calls, meetings, or notes when required for record keeping.
- Assist executives with ad-hoc and personal tasks to improve productivity and workflow.
Required Skills & Qualifications
- Proven experience in a phone-heavy role, such as sales support, inside sales, call center, or executive administrative roles with high call volume.
- Ability to confidently handle multiple sales or follow-up calls per day while maintaining professionalism under pressure.
- Comfortable meeting daily performance metrics, including 60–70 dials per day and 1.5–3 hours of talk time.
- Strong ability to think quickly, overcome objections, and adapt conversations in real time.
- Excellent multitasking skills with the ability to balance administrative responsibilities alongside frequent phone activity.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace (Gmail, Docs, Sheets); strong familiarity with Microsoft Outlook Calendar.
- Experience with QuickBooks for invoicing and expense tracking; basic accounting knowledge is a plus.
- Strong typing speed, accurate data entry skills, and excellent call note documentation.
- Professional phone etiquette with experience handling multi-line phone systems.
- Highly organized, dependable, and team-oriented with a proactive mindset.
- Strong written and verbal communication skills with a confident, polished demeanor.
- Experience with transcription tools, CRM systems, and electronic document signing platforms such as DocuSign is preferred.
Why Join Us
This position offers an engaging opportunity for a dedicated professional to play a critical role in organizational success while continuing to grow their career in a dynamic, fast-paced environment.
Job Types: Full-time, Part-time, Contract
Pay: $10.00 - $17.83 per hour
Expected hours: 20 – 40 per week
Benefits:
- Flexible schedule
- Professional development assistance
Work Location: Remote
