Position Summary
The Executive Assistant serves as a central administrative, scheduling, client-service, and coordination resource for Growth Solutions Team. This role supports leadership and consultants by managing calendars, coordinating meetings and retreats, organizing project files and reporting workflows, maintaining CRM and prospect activity, handling communications, and ensuring smooth day-to-day operations across client delivery, business development, and internal administration.
The ideal candidate is highly organized, detail-oriented, responsive, professional, and capable of managing multiple priorities in a fast-paced consulting environment. This person must be able to anticipate needs, communicate clearly, maintain confidentiality, and help keep projects, people, and information moving efficiently.
Core Purpose of the Role
To improve the efficiency, responsiveness, organization, and professionalism of Growth Solutions Team by providing high-level administrative and coordination support to leadership, consultants, clients, and prospects.
Key Responsibilities
Executive and Administrative Support
· Manage executive and team calendars, including internal meetings, client meetings, prospect calls, planning sessions, retreats, and follow-up meetings.
· Schedule and coordinate Zoom meetings, conference calls, in-person meetings, and off-site sessions.
· Prepare and distribute meeting invitations, agendas, confirmations, reminders, and follow-up communications.
· Screen and prioritize incoming communications, including phone calls, emails, and messages.
· Answer phones and emails promptly and professionally, route messages appropriately, and ensure timely follow-up.
· Draft, edit, format, proofread, and distribute correspondence, reports, proposals, presentations, and internal documents.
· Track action items, deadlines, deliverables, and follow-up items for leadership and consultants.
· Assist leadership with general administrative support and special projects as assigned.
· Maintain confidentiality related to client matters, business operations, financial information, personnel matters, and strategic initiatives.
Client Coordination and Service Support
· Serve as an administrative point of contact for clients regarding scheduling, logistics, document requests, and routine communications.
· Coordinate client retreats, workshops, planning sessions, off-site meetings, and related logistics.
· Organize meeting details including venue coordination, catering, travel arrangements, materials, technology needs, attendee tracking, and follow-up.
· Support client onboarding by gathering information, setting up folders and project files, and coordinating kickoff logistics.
· Help ensure a smooth client experience by communicating clearly, confirming next steps, and tracking outstanding items.
· Maintain client contact records, communication history, and administrative documentation.
· Support consultants in preparing client-facing materials and reports.
· Assist in collecting client data, forms, and requested documentation needed for project execution.
· Track and follow up on RFI-style information requests, outstanding submissions, and requested client inputs.
Project Coordination and Consultant Support
· Set up and maintain project files, folders, templates, trackers, and related documentation.
· Coordinate with consultants to support project workflow, deadlines, meeting preparation, deliverables, and reporting.
· Assist in gathering, compiling, formatting, and organizing project-related information.
· Track status of assignments, deliverables, data requests, and reporting timelines.
· Help prepare recurring reports, presentation decks, summaries, and progress updates.
· Ensure project documentation is complete, current, organized, and accessible.
· Support quality control by reviewing documents for formatting consistency, completeness, and accuracy before distribution.
· Help maintain standardized administrative processes for projects and engagements.
· Coordinate internal work handoffs and support communication among consultants and leadership.
CRM and Business Development Support
· Enter, update, and maintain prospect, client, referral partner, and activity information in the CRM.
· Track inbound inquiries, outreach activity, follow-ups, and prospect pipeline actions.
· Schedule prospect meetings, discovery calls, introductions, and Zoom appointments.
· Support leadership with follow-up reminders and pipeline coordination.
· Assist with preparing prospect meeting materials, introductory packets, proposals, and follow-up notes.
· Maintain accurate records of contacts, opportunities, meeting outcomes, and next steps.
· Help organize contact lists, mailing lists, and business development databases.
· Support marketing and outreach logistics, including invitation tracking and attendance monitoring for events, webinars, and networking functions.
Event Planning and Coordination
· Plan and coordinate internal and client-facing events, retreats, workshops, meetings, and special gatherings.
· Manage invitations, RSVPs, attendee tracking, schedules, materials, and event communications.
· Coordinate event logistics including venue research, booking, vendor communication, catering, lodging, transportation, and supplies.
· Prepare name lists, materials, packets, agendas, and follow-up communication for events.
· Track registrations, confirmations, and post-event follow-up items.
· Assist with virtual event logistics including Zoom setup, reminders, breakout planning, and attendee support.
Office, Systems, and Communication Support
· Help maintain organized digital filing systems, templates, contact lists, and shared administrative resources.
· Monitor shared inboxes or communication channels and route or respond as appropriate.
· Ensure records, files, and documentation are maintained in an orderly and consistent manner.
· Support internal communication by distributing updates, reminders, meeting information, and resource materials.
· Help improve administrative workflows, systems, templates, and coordination processes.
· Order supplies, maintain office/event materials, and support basic operational needs as applicable.
· Troubleshoot minor administrative issues and escalate technical or operational concerns when needed.
Reporting and Documentation
· Prepare, format, proofread, and assemble reports, meeting notes, summaries, and client deliverables.
· Assist with data entry, information compilation, and document organization for reporting purposes.
· Track deadlines for recurring reports, meetings, proposals, and administrative deliverables.
· Maintain records of meeting notes, action items, project updates, and pending requests.
· Support the consultants and leadership in ensuring reports are completed accurately and on time.
Process and Follow-Through
· Monitor outstanding tasks and proactively remind team members of deadlines, missing information, and next steps.
· Follow up with clients, prospects, and consultants on pending requests, scheduling needs, and document collection.
· Identify administrative bottlenecks and recommend ways to improve efficiency and responsiveness.
· Create and maintain checklists, trackers, and standard operating procedures for recurring tasks.
· Support process consistency across engagements and internal operations.
Additional Duties That May Fall Within the Role
· Travel planning and itinerary preparation
· Expense tracking and receipt collection
· Proposal and contract administrative support
· Invoice support and follow-up coordination
· Light bookkeeping coordination with accounting
· Vendor coordination
· Preparing presentation binders or workshop packets
· Research support for meetings, clients, or prospects
· Social media or marketing coordination support
The Growth Solutions Team is a leading provider of Business Consulting Services including, Strategic HR, Sales & Customer Service Training, and Small Business Advisory services. Our team assists companies with growth in sales, profitability, and improved cash flows. For more information visit the website at https://growthsolutionsteam.com
