Executive Assistant

Summary :

This position provides effective customer service to Greg’s clients, referral partners, tenants, and vendors he works with.

A working relationship is established with internal and external clients through communication via telephone, email, or in person with customers or company employees.

This position acts as a liaison for Greg Iverson internally and externally.

Essential Functions :

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions for this position.

Anticipate the Needs of Greg Iverson

• In charge of handling Greg’s VIP gift program and birthday program
• Make sure Greg completes his birthday / anniversary cards daily / weekly (must stay ahead 1 week of date).
• Keep Greg’s desk organized and free of clutter
• Make sure Greg’s call lists are completed each day and week
• Prepare or buy Greg lunch daily (coordinate with Jesse)
• Come up with new ideas to organize / improve operating systems
• Facilitate between Shannon Ross, Jesse, Greg, and Neighborhood Loans
• Review Greg’s credit card statements monthly and help prepare P&L and Personal Budget
• Track all spending on gifting and lunches
• Coordinate Greg and Jesse’s cars to be washed and fueled up every Tuesday
• Schedule and coordinate Greg & his family’s travel
• Keep up with Greg’s health program and workouts with River North Strength
• Property management for Greg’s personal residences and investment properties
• Maintain all of Greg’s vehicles

Handle All Scheduling Including Travel / Company Meetings / Outings / Site Visits / Etc.

• Create 6-month travel schedule for all personal and business events
• Schedule all appointments in and out of office
• Plan and coordinate all site visits and clients in town
• Book all travel
• Call hotels with preferences
• Create travel itinerary folder with all necessary information
• Coordinate the scheduling of all Lunch and Learns and continuing education events
• Coordinate any meals purchased by Greg (Friday ops lunch / happy hour)
• Coordinate Book Club
• Coordinate Stock Club
• Set up company Christmas party & purchase gifts for all employees
• Handle coordinating personal events
• Manage email inbox

Take Care of All Clients- Never Leave Anything Unanswered and Always Provide Follow Up

• Check in with every branch employee once a month
• Schedule extra coaching calls with employees as needed
• Monitor all video calls
• Coordinate gifting program for closings, clients and referral partners
• Listen and take notes for all coaching calls, FB live, presentations

Competencies :

• Communication Proficiency
• Time Management
• Problem Solving / Analysis
• Customer / Client Focus
• Teamwork Orientation
• Technical Capacity

Requirements :

• Strong technical and computer skills, with high proficiency in Microsoft Office
• Experienced in appointment setting and handling a wide range of administrative support related tasks
• Comfortable responding to internal and external requests via email and phone in a timely manner
• Ability to update and maintain various databases
• Capacity to assist in special project assistance, as needed
• Must be skilled, efficient, and results-driven
• Possesses exceptional verbal and written communication skills
• Has excellent organizational, time management, and multi-tasking skills
• Is self-directed and able to work collaboratively and independently with little or no supervision

Preferred Education and Experience :

• At least 2 years in a similar role
• At least 2 years of Customer Service experience

Supervisory Responsibility :

This position has no supervisory responsibilities.

Work Environment :

The position of Executive Assistant / Client Concierge operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, headsets, photocopiers, filing cabinets.

Physical Demands :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is required to speak and hear. The employee is frequently required to sit, stand, walk, use hands to finger, handle or feel and reach with hands and arms.

Position Type and Expected Hours of Work :

This is a salaried, full-time position. Hours of operation are 8 : 00 am to 5 : 00 pm, Monday-Friday with additional evening / weekend work from time to time.

Travel :

Travel may be required to local and / or out of state sales events as needed.

Other Duties :

Light housekeeping duties and assistance in various departments, as needed.

Compensation Package :

• Employer-paid benefits that include medical, dental, vision and life insurance after successful completion of the 90-day probationary period.
• Matching 401(k) plan for employees after 90 days of continued employment and who are 21 years of age or older.
• Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.

Duties, responsibilities and activities may change at any time with or without notice.