Project overview
Job Description / Roles and Responsibilities Title Direct Reports Reports to / Title Multi-Lingual Administrative Assistant None Project Manager and/or President Role Description: The (Multi-Lingual) Administrative Assistant (AA) is responsible for assisting the President, Marketing Director, and the Project Manager to maintain marketing contacts, perform research, and increase sales through marketing initiatives. The AA supports the administrative needs of Investing Across Borders/eCouncil through note taking, preparation of meeting agendas, handling phone calls, managing database, coordinating clients, following up, making calls, etc.,as needed. Responsibilities: General Admin Support Handle Inbound English and/or Spanish / Portuguese calls, as needed and directed Speak in courteous and professional manner Create a Ghl contact for the inbound caller if one does not already exist Take notes regarding the discussion of the call in Ghl Notify parties, as appropriate, via email Make outbound cold calls and follow-up calls to prospective realtor partners, referral sources and clients (Engllish and/or Spanish / Portuguese) Speak in a courteous and professional manner Create a Ghl contact of the outbound caller if none already exists Take notes regarding the discussion in Ghl Notify the appropriate persons via email or Ghl re: outcome of the call Follow Up with each contact as necessary Schedule meetings with Nicole, Lauren, etc. Conduct Research on various topics as may be assigned Research contact information for prospective clients and Realtors Create Ghl contact Participate in regular (and other designated) e-Council meetings Take notes at the meeting and post the notes to relevant folder(s) Create and post social media messages, manage social media including Facebook, LinkedIn, Instagram and Clubhouse Engage in social media outreach and interaction on various platforms Particular engagement and screening of leads on LinkedIn (real estate/investing across borders/potential visa clients) Participate in meetings as may be assigned Set up appropriate follow-ups on Ghl · Newsletter and Blog posts (ideally weekly blog posts which will be duplicated as LinkedIn Articles) · Send calendar invites for meetings on behalf of President, unless otherwise advised (may be automated through Calendly) o Ensure correct participants and correct email addresses are used prior to sending out invites o Set up automatic 24-hour and 30-minute reminders for all participants (should be automated in calendly) · Become AI “expert” using provided trainings o Able to use chatgpt with ease o Video editing as needed o Assistance with landing pages, etc. · Daily updates of pending calendar meetings and reminder calls the day prior to confirm o Email President details about the person she is meeting with or has a call with o Remind President where they met o Call appointments to verify that they have not forgotten; Cancel and/or Modify appointments as appropriate Prospect/Client/Investor Services Support Respond to all initial inquiries from prospective clients and attorneys Send the appropriate form email to the inquirer to vet the prospect Ensure response within 2 hours of receipt Copy the appropriate parties on the response and forward to appropriate parties Follow up within 2 days if the response to the inquiry goes unanswered Ensure the appropriate parties are handling the inquirer once vetted Ensure proper follow-up in coordination with admin team Remain active on all WhatsApp chats Participate in case management meetings Take detailed notes of the meetings Post and share as appropriate Desired Skills: Bachelor’s degree Self-starter, independent, thinks outside-of-the-box, entrepreneurial Superior customer service skills Resourceful and good business judgment Excellent interpersonal and phone skills Excellent systems knowledge: Microsoft Office Suite programs and internet Bilingual (Spanish or Portuguese)