Executive Assistant & Operations Lead

Urban GIS; Chicago (IL); Remote; USD 50,000 - 90,000; Full time

Job summary

An established industry player is seeking a proactive Executive Assistant & Operations Lead to enhance organizational efficiency and support senior staff. This role offers a unique opportunity to engage in business development and marketing initiatives while ensuring smooth operations. The ideal candidate will thrive in a dynamic environment, leveraging their strong communication and organizational skills to foster client relationships and drive growth. Join a forward-thinking firm that values innovation and teamwork, where your contributions will significantly impact the organization’s success.

Qualifications

• 4+ years of experience in administrative, marketing, or business development roles.
• Strong organizational and time management skills with attention to detail.

Responsibilities

• Provide high-level administrative support to the Executive Director and senior staff.
• Drive process improvements and manage team operations for efficiency.
• Coordinate marketing initiatives and manage project documentation.

Skills

Verbal Communication

Written Communication

Organizational Skills

Time Management

Process Improvement

Team Leadership

Social Media Engagement

Education

Bachelor's Degree in Marketing

Bachelor's Degree in Business Administration

Bachelor's Degree in Communication

Tools

HubSpot CRM

Capsule

ClickUp

Job description

Company Description

Urban GIS, Inc. is a consulting firm specializing in Geographic Information Systems (GIS) solutions. This Chicago-based organization combines unsurpassed expertise with a personable yet professional approach. The primary focus of the firm is the planning, design, and implementation of enterprise information systems. GIS represents a technological breakthrough in organizing and displaying spatial information that promotes better decision-making.

Role Description

The Executive Assistant & Operations Lead will provide high-level administrative support to the Executive Director and other senior staff while contributing to business development, marketing initiatives, and project coordination. This role is essential in ensuring smooth organizational operations and fostering client relationships to drive growth.

Job Overview:

We are seeking a proactive and detail-oriented individual with a passion for business development, marketing, and operational excellence. This role offers the opportunity to contribute to key areas of our organization, including client relations, project coordination, and administrative support. If youre looking to grow your career and thrive in a dynamic environment, this is an exciting opportunity to make an impact.

Responsibilities:

• Provide high-level administrative support to the Executive Director and senior staff, including managing calendars, drafting correspondence, and organizing meetings.

• Assist the Project Manager with administrative tasks, project coordination, and documentation throughout project lifecycles.

• Drive process improvement and implementation to enhance operational efficiency and optimize workflows across departments.

• Train and coach team members on process improvements and new systems to ensure smooth adoption and execution.

• Oversee and manage team operations, ensuring collaboration, accountability, and timely delivery of tasks and projects.

• Coordinate and manage marketing and sales initiatives, including content creation, social media engagement, lead generation, market research, and performance tracking.

• Manage backend processes and systems for nonprofit organizational initiatives, ensuring smooth implementation and alignment with objectives.

• Utilize tools such as HubSpot CRM, Capsule, and ClickUp to optimize project management, streamline communication, and create efficient systems for tracking progress.

• Organize and maintain project documentation, including filing systems and project communications, while preparing materials such as agendas, presentations, notes, and follow-up actions for meetings and calls.

• Represent the organization at online events to share value propositions with clients, partners, and stakeholders.

• Perform additional duties and ad hoc projects assigned to support organizational goals.

Qualifications:

• Excellent verbal and written communication skills, with the ability to effectively communicate across all levels of management in both virtual and in-person settings.

• Strong organizational skills and exceptional attention to detail, ensuring accuracy and quality in all tasks.

• Proven time management skills with the ability to prioritize and meet deadlines in high-paced environments.

• Demonstrated ability to drive process improvements and implement systems that enhance productivity.

• Experience in managing and leading teams to achieve project goals and deliverables.

• Proficiency in tools such as HubSpot CRM, Capsule, and ClickUp for project management and workflow optimization.

• Familiarity with social media platforms like Facebook, LinkedIn, YouTube, and Twitter for professional engagement.

• A collaborative team player with the ability to work independently and take initiative.

• Bachelors degree in marketing, Business Administration, Communication, or a related field preferred (applicants with equivalent work experience will be considered).

• At least four years of relevant experience in administrative, marketing, or business development roles required.

Position Type: Full Time

Work Location: Remote

Availability: at the earliest