Support Shepherd

LOOKING FOR FILIPINOS WHO ARE PHILIPPINES-BASED CANDIDATESWe prioritize the processing of one application at a time. If you have applied for multiple job openings within our organization, we kindly request that you direct any update inquiries to the team responsible for handling your initial application.Job title: Executive AssistantSalary range: 800-1500 USD/monthSchedule: M-F 9AM-5PM EST (subject to change with some flexibility)ABOUT THE COMPANYThe company is a B2B Marketing Agency specializing in creating and delivering ridiculously personalized experiences that move people - and move the needle. They deliver genuine, unmatched, personal experiences by focusing on what the prospects, clients, partners, and employees want to feel. It's not about what they do. It's about how they make people feel. And how they make people feel is exactly what they do.About the Role:&nbsp;The Executive Assistant role is designed for an individual who excels in supporting executive-level tasks, specifically in assisting the CEO during client calls. This role requires a highly organized, detail-oriented, and professional individual who can efficiently manage note-taking, recapitulation, and the communication of action items and updates to the team.Detailed Key ResponsibilitiesCall Recordings Analysis and Documentation<ul> <li>Listening to Call Recordings: Carefully listen to recordings of client and prospect calls to understand the discussion's context, key points, and specific requirements or concerns raised.</li> <li>Detailed Note-Taking: Take comprehensive notes during these recordings, identifying actionable items, deadlines, client expectations, and any follow-up questions that need addressing.</li> <li>Summarizing Calls: Compile succinct summaries of each call, highlighting critical actions, client requests, and deadlines. Ensure these summaries accurately reflect the conversation's essence for internal reference.</li> </ul>Communication and Coordination<ul><ul> <li>Drafting Email Communications: On behalf of Hannah, draft clear and professional emails to clients that recap discussions, confirm next steps, and articulate any follow-up questions or clarifications required. These emails should maintain the tone and professionalism expected by Howdy’s clients.</li> <li>Scheduling and Calendar Management: Based on outcomes from client discussions, schedule follow-up meetings or deadlines in Hannah’s calendar. Ensure calendar invites are sent to all relevant parties, including correct timings, meeting agendas, and any necessary preparation notes or documents.</li> </ul></ul>Project and Creative Team Coordination<ul><ul> <li>Action Item Distribution: Inform relevant team members (e.g., Creative or Accounts teams) about specific tasks or follow-ups identified from call recordings. Provide them with the necessary context, deadlines, and resources to act efficiently.</li> <li>Creative Briefs and Requests: Utilize notes and call summaries to fill out creative request forms for new projects or client revisions. Prepare detailed briefs that encapsulate the client's needs, expectations, and any creative direction provided during the calls.</li> </ul></ul>Administrative Support<ul> <li>File Management for Clients: Ensure that all relevant call recordings, notes, and client communications are organized and accessible to team members. Manage the distribution of approved creative assets to clients, adhering to specified formats and delivery channels.</li> <li>Statement of Work (SOW) and Quote Preparation: Assist in creating streamlined templates for SOWs and preparing quotes in HubSpot for non-Adobe projects. Pay attention to detail to ensure accuracy and completeness of these documents.</li> </ul>Additional ResponsibilitiesHubSpot Quote Templates: Develop and manage a standardized template for quotes within HubSpot to streamline the quote preparation process, ensuring consistency and efficiency.Requirements<ul><li>Experience: At least 2 years of proven experience in a virtual assistant or executive assistant role, preferably within a marketing agency or a similar fast-paced, client-focused environment.</li></ul><ul> <li>Communication Skills: Exceptional written communication skills with the ability to draft clear, concise, and professional emails and documents. Although direct client interaction is not required, the ability to effectively communicate on behalf of company executives is essential.</li> <li>Analytical Skills: Strong analytical and listening skills to accurately interpret and summarize call recordings, identifying key points, action items, and client needs.</li> <li>Organizational Skills: Highly organized with a keen attention to detail. Must be able to manage multiple tasks efficiently, prioritize effectively, and meet deadlines.</li> <li>Technical Proficiency:</li> <ul> <li>Proficient in Google Suite (Gmail, Docs, Sheets, Calendar) for day-to-day operations.</li> <li>Experienced in using CRM software, with a preference for candidates familiar with HubSpot for managing client information, creating quotes, and tracking communications.</li> <li>Proficient in project management tools (e.g., Asana, Trello) to coordinate tasks and communicate with team members.</li> </ul> <ul><li>Basic knowledge of Google Slides and the ability to create or modify presentations as needed.</li></ul> <ul> <li>Time Management: Excellent time management skills, with the ability to work independently and with minimal supervision, ensuring tasks are completed within established timelines.</li> <li>Proactive Approach: Ability to anticipate needs and take initiative in completing tasks, addressing potential issues before they arise, and suggesting improvements to processes.</li> <li>Adaptability: Comfortable working in a dynamic, fast-paced environment, able to adapt to changing priorities and project needs.</li> </ul> </ul>