Executive Assistant Job at VOCATIONAL REHABILITATION SPEC in Clearwater

Job Title: Executive Assistant

Location:

• Clearwater, FL
• River Falls, WI
• Green Bay, WI
• Eau Claire, WI

Company Overview:

At Vocational Rehabilitation Specialists, Inc. (VRSI) is committed to aiding Military Veterans through the Department of Labor's Homeless Veteran Reintegration Program (HVRP). With 11 offices across the United States, VRSI provides vocational counseling, training, vocational evaluation, and direct employment services aimed at helping eligible veterans reach their full vocational potential. As a rapidly growing company, every team member plays a crucial role in our success. We are looking for a highly motivated and resourceful Executive Assistant to support our management in driving company initiatives, maintaining efficiency, and supporting business development efforts.

Position Overview:

As the Executive Assistant to the company executives, you will be an integral part of the leadership team, managing administrative and operational tasks, handling a high volume of phone calls, and directly supporting the growth and success of the company. This position requires a proactive, organized, and flexible individual who thrives in a fast-paced, small-business environment. You will have a significant impact on the day-to-day operations of the company and will be expected to go above and beyond to ensure the success of both the leadership team and the company as a whole.

Key Responsibilities:

Administrative Support:

• Manage and maintain the schedules and calendars of executives, ensuring that all appointments, meetings, and tasks are prioritized effectively.
• Organize and coordinate both internal and external meetings, including preparing agendas, taking meeting notes, and following up on action items.
• Handle confidential information with discretion and integrity.
• Prepare and edit correspondence, presentations, reports, and other documents as needed.
• Assist with travel arrangements, booking accommodations, and preparing itineraries for executives.

Sales Support & Phone Handling:

• Act as the primary point of contact for incoming phone calls, directing them to the appropriate staff, and managing phone communications.
• Take ownership of sales, leading calls with potential clients from initial outreach
• Handle a heavy volume of sales-related calls, following up on leads, and nurturing client relationships with professionalism and urgency.
• Assist with preparing sales presentations and proposals for client meetings, ensuring that all materials are tailored to client needs.
• Coordinate with the sales team to track and manage customer inquiries and sales opportunities.
• Support executives on VRSI and be available to complete client and prospect follow-up calls, ensuring timely responses and ongoing communication.

Sales Funnel:

• Be the face of our first impression: handle a high volume of in and outbound sales calls (including cold calls), converting leads into opportunities.
• Lead client outreach efforts, nurturing relationships, and scheduling follow-ups with potential clients.
• Prepare compelling sales presentations and proposals that drive decision-making.
• Partner with management to build and manage a sales funnel, ensuring continuous flow at all stages of the pipeline.

Project Coordination:

• Manage and track key projects, ensuring that deadlines are met and objectives are achieved.
• Act as a liaison between executives and offices, coordinating efforts across teams and ensuring smooth communication.
• Assist in the development and implementation of new business strategies or initiatives, helping to drive growth and improve operational efficiency.

General Office Operations:

• Ensure the smooth day-to-day operations of the office, including managing supplies, office equipment, and assisting with any administrative needs as required.
• Organize and maintain files, databases, and other company records.

Special Projects:

• Take ownership of special projects as assigned by executives, with the ability to work independently and handle multiple priorities simultaneously.
• Contribute to ongoing efforts to improve business processes, communication strategies, and overall office productivity.

Willing and able to pick up tasks to help upper management prepare and better run the company. With our companies growth everyone needs to be willing to do whatever that is needed for us to be successful.

Key Requirements:

• Proven 2+ years experience as an Executive Assistant, Administrative Assistant, or in a similar support role, preferably in a fast-paced or sales-driven environment.
• Bachelor’s Degree preferred. A degree in Business Administration, Marketing, Communications or a related field.
• Exceptional phone etiquette and strong communication skills, both written and verbal.
• Ability to handle a high volume of phone calls and prioritize sales-related inquiries while maintaining a positive and professional demeanor.
• Highly organized, with the ability to manage multiple tasks and competing priorities effectively.
• Proactive problem-solver who can anticipate needs and work with minimal supervision.
• Comfortable working directly with management, providing the support needed to achieve their goals.
• Strong attention to detail and ability to maintain a high level of accuracy in all tasks.
• Tech-savvy with proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
• Knowledge with Office365 OneDrive
• Ability to maintain discretion and confidentiality in all matters.

Preferred Qualifications:

• 1-2 years of previous experience in a sales-driven environment, or exposure to sales processes.
• Experience using CRM software is a plus.
• Background in small businesses or startups is highly desirable.

Compensation and Benefits:

• Hourly Rate: $35.00-$40.00 based on experience
• 11 Paid Company Holidays
• 40 hours of Sick Time after 90 days of employment
• Paid Time Off as up to 120 hours vacation (depending on years of experience)
• Healthcare is offered to full time employees after 90 days of employment
• Simple IRA Plan after 1 year of employment