Position type: Full-time
Hours: Monday – Friday, 8:30 – 5:30 CT

Location: Global (English proficiency is more important)
Salary: $1200 - 1800
PTO: 10 days PTO + 9 U.S. holidays

Houston-based boutique consulting firm is focused on helping small to mid-size companies and professional service firms achieve their next stage of growth. The firm does this by partnering closely with existing or incoming management teams to improve the sales, marketing, HR and other back-office functions of an organization. The firm’s partners frequently act as a fractional chief marketing officer and/or chief human resources officer to its clients, which requires the team to be nimble, resourceful and efficient.

Position purpose:

This firm is excited to welcome their newest member to the team, someone who is the ultimate taskmaster and will help manage the administrative aspects of our business. This role will serve as the right-hand to the firm’s partners, managing calendars and vendors. This role involves effective email and task list management, proactive communication and solid gumption. The firm is known for being highly responsive and maintaining a white-glove approach for their clientele.

Key functions:

Act as the go-to resource during standard business hours for all partner-related requests and Firm clients, as needed
Act as traffic controller for firm’s central project planner (Notion)
Manage third-party IT support and hardware/software purchases
Manages filing systems
Coordinate meetings and other client account needs
Improve vendor and client onboarding workflows
Timekeeping support to partners, including certain reports in prep of bookkeeping and invoicing
Dropbox file organization, including general clean-up and improved permissions controls
Calendar management
Follow up and confirm upcoming appointments
Create templates for existing commonly used vendor, employment and other contracts
QuickBooks support, including setting up new clients and vendors and supporting the drafting of invoices, when needed
Book travel and research venues for Firm and client events
Develop itineraries, agendas and other support to past or future meetings
Manage communication with tools like UpWork
Research solutions or source potential vendors, as needed
Liaise with vendors, such as the printer, on both Firm and client projects
Billable projects appropriate to the role and skill level, as assigned
Email management and organization or multiple inboxes
Coordination of client gifts / ordering
Work closely with the firm’s contractors to efficiently and seamlessly execute on needed solutions
Develop and maintain rapport with external vendors, such as printers, and research new resources, when needed
Maintain standard operating procedures for the firm, while identifying opportunities to improve internal processes and streamline workflows, and update the firm’s SOPs accordingly
Maintain firmwide client mailing list
Manage consistent onboarding and offboarding checklists
Maintain employee policies and related handbook

Skills and Qualifications

Strong attention to detail and level of accuracy
Great interpersonal and customer service skills
Effective verbal and written communication skills
Must be responsive, punctual and organized
At least five (5) years working in Microsoft Office products, especially Word, Excel and PowerPoint
At least two (2) years working in Google Docs and/or GSheets, and QuickBooks Online
Demonstrated experience researching and implementing effective solutions
Able to thrive and meet deadlines in a multi-tasking, highly productive environment
Enjoys professional and intellectually challenging environment to work
Ability to maintain confidential information (at a high level)
Confidence working in and around MS Word, Excel and PowerPoint, Dropbox, Google Suite and Canva; Adobe Suite and/or WordPress skills are valuable
Natural gift for getting things done and crossing tasks off a list; references that can tout your ability to execute are required
Exceptional organizational and multitasking skills
Strong communication skills, both written and verbal, with a polished, professional demeanor
Resourceful in Google Workspace, including GDOCs, GSheets, Forms and developing and maintaining Google My Business profiles
Ability to work independently, prioritize effectively, and anticipate the needs of the team

Key Attributes:

Detail-oriented, e.g., proofreads messages before hitting send
Proactive, resourceful, and a strong problem solver
Asks good questions and anticipates needs and questions from teammates. Example scenario: “For the new press release you mentioned, would it help if I researched the last one of this type and took a stab at a first draft?”
Enjoys providing good customer service, such as entertaining and hospitality and/or looking out for friends
Flexible and adaptable to the evolving needs of the firm’s clients

Education:

4-year college degree, preferred

Supervision: No direct reports; supervise interns; project manage contractors / vendors

Reports to: Firm partners

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