Executive Support Specialist

Job Description

Job Description

Executive Support Specialist

Reports To: CEO/COO

Status: Regular, Full-Time, Non-Exempt

Location: San Diego, CA

POSITION SUMMARY

The primary function of the Executive Support Special is to provide high level, professional and confidential administrative support to senior leadership including sales, marketing, and technology. The ideal candidate will be experienced in handling a wide range of administrative and operational support-related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a growing organization.

ABOUT FIT SOLUTIONS

FIT Solutions is an innovative national IT Services firm, and we are growing every day. We are focused on creating a culture of elite raving fans for our employees that solves business problems for our clients. We are on a mission to impact the lives touched by technology. We teach and promote individuals to set and achieve their personal, professional, and financial goals through the work we do together. Measuring results against best-in-class businesses, we are focused on hitting targets.  We are a humble and adaptable group of people who continue to train, and role play daily in pursuit of our goals. We are a great fit for team members that are aligned and thrive in a fast-paced, results driven environment. 

OBJECTIVES:
PRIMARY OBJECTIVES

• Deliver projects on time and on budget . (Projects on time on budget)

• Maintain calendar for CEO/COO: travel arrangements, conference call scheduling and set-up, planning and coordinating meetings with management, vendors, etc.
• Assist in coordinating our Leadership team and COO to reflect procedures of the system of record.
• Participate in the effort to define, document, and refine processes, procedures and workflows for business operations based on company best-practices. (SOP Meetings attended)
  • Cross functionally works with internal teams to identify process gaps, measures impact, and solution-oriented around challenges.
• Deliver and build SOPs to improve processes and procedures. (SOP’s delivered on time)

SECONDARY OBJECTIVES

• Experience in change management and driving the adoption of tools and processes.
• Develop functional and process expertise to create and streamline SOPs.
• Support escalations from our leadership team and be the lead to resolve business unit questions and escalations.
• Leverage technology to enable process efficiency, data analysis, and process capability.
• Perform other duties as assigned.
• Prepare and distribute agendas and meeting minutes, prepare correspondence, maintain address, and contact lists, ensure filing systems are organized and up to date, maintain corporate information as directed, plan/assist with corporate events.
• Managing projects on behalf of the CEO to ensure the team is held accountable and KPIs are met.
• Assist and communicate with executives in decision-making, program management, and initiative implementation.
• Meeting Minutes on the Weekly Executive Meeting, Executive’s 1-1’s, and all calls Executive hosts, as well as documenting project status from these meetings to hold attendees accountable.
• Project Management. Ensuring proper onboarding experience (given the involvement of the CEO/Founder) and ongoing communication
• Each week, ensuring the COO's agenda is set. You will do this by taking all items/projects that are needed and prioritizing them, then blocking off times of the day for them to work on each. Your job is to ensure maximum productivity within their working hours.
• Managing Project Trackers. This gives transparency to the Executive to cross collaborate and ensure there is no crossover. Non-negotiable.
• Dealing with all incoming communication inquiries on behalf of the CEO/COO, specifically email and inquiries on the website.
• Assisting the CEO/COO in the execution of new projects and objectives within the company. This can range from scheduling meetings to filling out any and all paperwork to managing vendors and follow-ups.
• Organizing travel and complicated itineraries
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information for the CEO/COO as requested
• Organize events on the CEO/COO behalf
• Reminding the Executives of important tasks and due dates as well as decision to be made
• To assist with any other tasks not directly in need of the CEO/COO
• Code Credit Card Transactions monthly on the Executive’s behalf
• Re-search and purchase gifts for both business and personal occasions
• Assist with personal tasks such as mail organization, vendor management, and deliveries
• Schedule, organize and coordinate company events, including travel/ transportation, hotels, prepare and distribute agendas, notes, coordinate equipment needs and refreshments, as directed.
• Facilitate company meetings, scheduling, and communication
• Ensure basic office operations run smoothly: monitor all office supply inventory and order materials as needed; maintain organized and accurate filing systems, other.
• Provide assistance as requested with due diligence for purchases
• Anticipate and respond to changing situations
• Research products, services, and other items as directed by the CEO/COO.
• Respond promptly and courteously to all communication and requests from FIT Solutions personnel and others.
• Personal errands for Executive and senior leadership team
• Perform other duties as assigned.

RESULTS

• Projects are managed on executives behalf in a transparent and organized manner
• Clients and Vendors have a five star experience when interacting with you and the company
• Vital business and any/all personal appointments are set and pre scheduled as requested, keeping in mind distance, drive times and time between events to accommodate the Executive’s life.
• Appropriate research is done on behalf of Executive’s to help direct focus involving new projects, ventures & anything else needing attention
• All interactions are screened and handled appropriately
• Executive’s calendar is pre-planned each week or created/reviewed on that Monday of, so that the Executive’s are maximally effective to move the business forward.
• Projects are updated at minimum EOD each day
• All inquiries on Website/Email are answered by EOD each day.
• Meets with the Senior Executive as requested to debrief on that day's Agenda.

COMPETENCIES

• Works well under tight deadlines and pressing situations
• Ability to adapt to a fast-growing company
• Proven success with project management
• High managerial skills
• Ability to design organizational systems
• Ability to learn software quickly
• Efficient with email, phone, scheduling, etc.
• Able to consistently maintain a positive attitude and reflect the demeanor of CEO/COO

EDUCATION & EXPERIENCE

• Minimum of two years of administrative experience
• Professional appearance and courteous demeanor with ability to always maintain confidentiality
• Clear, positive verbal and written communication skills
• Desire to provide prompt, friendly and quality-driven customer service to all levels of organization
• Ability to adapt to changing priorities in a high volume and extremely fast paced work environment
• Knowledge of administrative and clerical procedures, systems and terminology, file and records management, transcription, and general office management
• Computer literacy with proven ability to learn new software applications quickly. Proficiency in Microsoft Office Outlook, Word, Excel, and PowerPoint. Knowledge of Cloud Storages such as SharePoint.
• Must have a valid driver’s license and vehicle that can be used for errands or other tasks that need to be performed outside of the office.

BENEFITS

FIT Solutions has your back, and is proud to offer a rich benefit package to our employees, including:

• Health, Dental & Vision Insurance (premiums paid up to 99% for employee coverage)
• Options include, PPO, HDHP, HMO and ACO
• Multiple carrier options
• FSA (dependent and medical), HSA options (for qualified plans) and supplemental insurance options
• $10,000 employer-paid Life Insurance & AD&D (employees have the option to buy up)
• Paid holidays
• Paid time off
• Paid sick leave
• Flexible “hybrid” work environment
• Retirement plan (401K)
• Professional training & development opportunities

PHYSICAL REQUIREMENTS

• Requires ability to occasionally lift up to 25lbs
• Position may require travel: Up to 10% 
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential requirements.

AAP/EEO Statement
FIT Solutions is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We will not tolerate discrimination or harassment based on any of these characteristics.

Disclaimer

The duties and responsibilities described are not a comprehensive list and additional tasks may be assigned to the employee from time to time; or. The scope of the job may change as necessitated by business demands.