Secretary / Executive Assistant

Role Overview

This position centers on managing the Founder's calendar, internal and client communications, and ensuring seamless project execution. It demands proactive engagement in client delivery, stringent deadline management across accounts, and seamless collaboration between the Founder, teams, and clients.

Core Responsibilities

• Manage the Founder's daily and weekly schedule, including arranging and safeguarding focus periods.
• Organize client and internal meetings utilizing platforms like Google Meet, Zoom, and Google Calendar, ensuring agendas are shared 24 hours before meetings and minutes within 4 hours post-meeting.
• Maintain follow-up on action items with clear ownership and deadlines after every meeting.
• Oversee a comprehensive tracker for all active client projects detailing deliverables, responsible individuals, deadlines, and progress.
• Conduct daily stand-up meetings with the delivery team, promptly reporting any delays to the Founder.
• Facilitate coordination among marketing, creative, and tele-sales teams to guarantee smooth handoffs and chase required inputs from clients.
• Serve as the primary contact for routine client communication, escalating issues only when necessary.
• Manage timelines and preparation of proposals and pitch decks, ensuring timely delivery.
• Monitor monthly report submissions for client accounts to ensure punctual distribution.
• Draft and format proposals, scopes of work, presentations, and performance reports.
• Maintain an organized Google Drive repository for all client documents, contracts, and invoices.
• Support billing processes including preparing proforma invoices, tracking payments, and following up on outstanding bills.
• Coordinate recruitment processes, onboarding, and attendance tracking for team members.
• Manage vendor relations, travel logistics, and expense reconciliation efficiently.
• Uphold strict confidentiality regarding client and internal commercial information.