Executive Assistant and Office Manager

The right person for our dynamic team has a mix of organizational magic tricks up their sleeve, possesses a heart-lead dedication to client service, and a flair for finding ways to make things just work better. Add a dose of a fun personality and hustle and you are our person!

Interested? Is that you? Read on!

About Us

inVantage is a business coaching company based in Hartland, WI. Our clients are business owners and leadership teams looking to improve and grow their organizations using a set of proven tools and methods.

There is no secret that running a strong business requires scalable organizational systems run by leadership teams that work in harmony with transparency, accountability and results.

Better Business + Better Team = Better Life

inVantage was developed by experienced business owners who understand the challenges of “making it all fit together”. We work with you to strengthen your business – your overall vision, operations and talent. As trusted business guides, we bring the right tools and methods to businesses so you not only grow, but thrive.

Our work environment includes:

• Modern office setting with high energy people
• Flexibility
• Professional development

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The Executive Assistant/Office Manager (we call this Business Operations Manager) role exists to make the running of an entrepreneurial business coaching firm smooth and effective while creating an incredible client experience. It's a blend of executive assistant, office management and training support roles that keeps it interesting with a variety of responsibilities.

This role must be able to work magic by being incredibly organized and planful. Time management and the ability to drive projects forward will be a key to success, as will communication and proactivity. At inVantage we believe in providing “Unreasonable Hospitality” for our team and clients. This approach provides the most incredible experience with us and is most important above all else.

Sessions and Coaching Support:

• Ultimately is the “right arm” to the Guides (coaches) providing the sessions for clients.
• Preparation for, printing or electronically sending materials, and coordination of for client sessions – materials, agendas, client invitations and communications. Accuracy and preparedness is top priority to ensure exceptional client experience.
• Session/event scheduling and venue location management.
• Post session follow up to create clear expectations.
• Updating and helping design training tools used in our sessions. Will require use of a design tool such as Canva.
• Be technically adept and willing to learn to automate for efficiency. We fully embrace technology here.
• Become an expert on business operating system software used by clients (ninety.io and Strety). Conduct client onboarding and training, as well as support as issues arise in the system.

Marketing:

• Materials preparation for business development meetings.
• Manage the marketing calendar of events and topics, coordinating with the Guides for input and drafting various marketing materials
• Marketing and Social Media management; writing content and managing activity. Must have good writing skills.
• HubSpot CRM management (training available). We use HubSpot.
• Speaking engagement identification, preparation and coordination.

Operations and Projects:

• Overall office management – keeping it running smoothly, which includes all facets of facility management, supplies, equipment, vendors, aesthetics, etc. Our office space is shared with another company owned by the CEO’s husband, so we have a collaborative environment and team with both companies.
• The Manager will coordinate catering that provides a high quality food and beverage client experience.
• Managing the assessment process (DiSC, Five Behaviors of a Team, Working Genius, EQi, etc.).
• Special projects as they emerge – we always are getting better and we actively think with a continues improvement mindset.

Being Part of the Team:

• This role is the glue that holds the group together, and helps us all deliver amazing results to our clients. We operate with a “help first” approach to each other always. The right candidate for this role relishes in serving others to help them have a better day and be more effective.
• Be well versed in the range of services and how to communicate with current and prospective clients about those services; Be able to articulate clearly what inVantage does in its market space (e.g. elevator speech).
• Must be proactive vs. reactive. Seek out opportunities for improvement and efficiency – anticipate what needs to be done before assigned, see things through to completion accurately.

Job Type: Full-time

Pay: $55,000.00 - $62,000.00 per year

Benefits:

• 401(k) matching
• Health insurance
• Paid time off
• Professional development assistance

Schedule:

• 8 hour shift

Application Question(s):

• Please list the computer systems and/or software are you experienced in.
• Please describe your relevant office and operations management key skills in a few sentences.

Experience:

• Business/Office Management: 3 years (Required)

Ability to Commute:

• Hartland, WI 53029 (Required)

Work Location: In person