Executive Assistant to the CEO (Sales & Operations Focus) - Adriana's Insurance

Job Overview: 

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive support to the CEO. This role will be integral in streamlining sales and operational processes, ensuring effective communication between teams, and supporting strategic decision-making. The ideal candidate will possess a blend of executive assistance expertise and a solid understanding of sales and operations functions to help drive business success. 

Key Responsibilities: 

1. Sales Support & Coordination: 

• Assist the CEO with managing and tracking sales targets, goals, and KPIs. 

• Support in preparing sales presentations, reports, and analytics for key meetings. 

• Help coordinate sales team activities, including scheduling meetings, follow-ups, and client outreach. 

• Maintain an up-to-date CRM system, ensuring that all client communications, sales pipeline, and opportunities are accurately tracked. 

• Assist in preparing proposals, contracts, and other sales-related documents. 

2. Operations Support: 

• Collaborate with the operations team to track project timelines, deliverables, and key milestones. 

• Assist in streamlining internal processes for greater operational efficiency. 

• Provide logistical support for operational initiatives, including supply chain management, inventory tracking, and resource allocation. 

• Prepare reports related to operational performance, identifying areas for process improvement. 

• Ensure smooth communication between sales, marketing, and operations teams to align on business goals. 

3. Executive Support: 

• Manage the CEO’s calendar, including scheduling meetings, calls, and appointments with sales and operations teams, clients, and partners. 

• Act as the liaison between the CEO and internal/external stakeholders, ensuring timely responses and follow-ups. 

• Organize and prepare materials for board meetings, executive briefings, and other high-level discussions related to sales and operations. 

• Handle sensitive and confidential information with discretion. 

4. Strategic & Administrative Support: 

• Assist in strategic planning and decision-making processes related to sales growth and operational efficiency. 

• Support the CEO in developing and executing operational and sales strategies. 

• Prepare financial and performance reports to help monitor sales growth, operational costs, and efficiency improvements. 

• Coordinate travel arrangements, expense reporting, and other administrative duties as required. 

5. Communication & Relationship Management: 

• Foster strong relationships with clients, vendors, and internal teams to ensure smooth operations and sales execution. 

• Monitor key projects and initiatives, providing regular updates to the CEO on progress, risks, and opportunities. 

• Help coordinate and organize meetings with clients, prospects, partners, and stakeholders related to sales and operational goals. 

6. Special Projects: 

• Undertake ad-hoc projects as assigned by the CEO, particularly those related to business growth, operational enhancements, and sales strategy. 

• Assist with any other tasks related to improving company performance and achieving strategic goals. 

Requirements

Qualifications & Skills: 

• Experience: 3+ years of experience in an executive assistant role with a focus on sales and/or operations support, preferably in a fast-paced business environment. 

• Education: Bachelor's degree in business, operations, sales, or a related field (preferred). 

• Skills:  

• Strong organizational and multitasking skills. 

• Exceptional written and verbal communication skills. 

• Proficiency in Microsoft Office Suite, CRM software, and project management tools. 

• Knowledge of sales processes, operational workflows, and key business metrics. 

• Ability to prioritize tasks, meet deadlines, and work independently with minimal supervision. 

• Strong attention to detail and problem-solving abilities. 

• High level of professionalism and discretion when dealing with sensitive information. 

• Experience in report generation and data analysis is a plus. 

• Must be bilingual in English and Spanish 

Benefits

• Career advancement opportunities 

• Health, Dental, Vision and Life Insurance 

• 401k Plan 

• Paid vacation 

• Employee discount on our services: Car Insurance, Life Insurance, Traffic School, DMV, and Immigration Services 
• Opportunities for professional development and growth. 

• A supportive and inclusive workplace culture. 

• The chance to make a meaningful impact on people's lives.