We are a boutique consulting agency with its head office based in Chantilly, VA, and looking to recruit a professional assistant for managing office administrative work.
Role:
We are looking for a highly organized and detail-oriented Administrative Assistant to join our team. The ideal candidate will provide essential administrative support, manage client communications, organize data, and ensure smooth office operations. This role requires excellent communication, multitasking abilities, and a proactive approach to problem-solving.
Responsibilities: Job descriptions include but not limited to:
1. Phone Call Management:
Answer incoming calls promptly and professionally.
Direct calls to appropriate personnel or departments.
Take detailed messages when staff members are unavailable.
Schedule appointments for potential clients to complete intake documents.
2. Email Management:
Manage the general email inbox, sorting and responding to customer inquiries and requests in a timely manner.
Follow up with emails and ensure any important communication is addressed by the appropriate team member.
3. Filing and Document Management:
File and maintain paperwork according to company and legal requirements.
Organize physical and digital records for easy access and retrieval.
Ensure all documents are accurately labeled and stored securely.
4. Client Paperwork Assistance:
Ensure that all necessary information is accurately recorded and entered into the system.
Sales System Data Entry:
Ensure customers’ personal information is entered into the sales system accurately, including phone numbers, email addresses, and transaction details.
Collect customer data for marketing purposes, with permission, for promotional outreach and communications.
5. Client Communication
Establish effective communication to provide project support and guidance and build relationships with Clients.
Collect Client documents based on the Documents Checklist.
Address Client queries in most effective and efficient way.
Preparing Presentations and Demonstrations for Client Meetings.
Building and maintaining relationships with clients and key personnel within customer companies.
Attending meetings with clients to build relationships with existing accounts.
Achieving client relationship targets and KPI’s as set by the Management.
Own and manage day-to-day relationships with external suppliers for client servicing.
6. Administrative Tasks
Manage the weekly / monthly & Quarterly productivity & performance target.
Call upon numerous contacts to build relationships and effectively close the deals with strong market share opportunities.
Effectively educate the client on our full suite of services to ensure we can satisfy their needs should the need arise.
Attend industry events and provide feedback on the market development and shifts.
Business representation at relevant conferences and events (even virtually).
Researching and organizing data to prepare documents for review and presentation by boards of directors, committees, and executives.
Job, Educational, and Certification Requirements:
Exceptional written and verbal communication skills.
Excellent organizational, time-management, and project-management skills.
High level of organizational skills and excellent attention to detail
Ability to build strong relationships with clients and industry contacts.
Excellent communication skills for phone calls and email responses.
Attention to detail to ensure accurate paperwork completion and customer data entry.
Ability to work well in a team and support other departments as needed.
Proficiency in office software and sales systems for data entry and organization.
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