Executive Assistant

Company: JP Mohler LLC
Location: Yellow Springs
Posted on: April 29, 2025

Job Description:

Welcome to our team at JP Mohler! We're looking for an experienced, professional, proactive, highly organized executive assistant to play a key role in our growing team. This position presents a unique opportunity to join a team dedicated to growth, innovation, and long-term success. If you have indisputable integrity and you are a strategic problem solver and team player, we want to hear from you!

Responsibilities:
--- Confidentiality/Integrity: Handle all information with Integrity and extreme discretion, with an even greater importance of doing so with sensitive information, both internally and with client data.
--- Research and Data Analysis: Conduct research and compile data for reports as requested.
--- Reception: Welcome visitors to the office with a smile and professional greetings; answer incoming calls and route them appropriately. Communicate messages timely and effectively to the team.
--- Additional Administrative Tasks: Sorting, scanning, and organizing documents. Maintaining files, preparing and sending outgoing mail.
--- Communication Management: Screen calls, emails, and correspondence; prioritize messages and relay important information and messages accurately and within a reasonable timeframe.
--- Calendar Management: Schedule and manage appointments, meetings with clients or contacts, and travel arrangements for the Executive when/if needed. Additionally, ensure you prioritize the meetings effectively and as specified.
--- Communication Support/ Meeting Coordination: Send professional correspondence on behalf of executives when necessary or requested. Prepare presentations and documents for sales meetings and/or presentations. Organize internal meetings, prepare agendas, and ensure the use of a note taker or record minutes, actively communicate the outcome with attendees and follow up on action items.
--- Client Liaison: Serve as the primary point of contact when needed and handle all communication on behalf of the Executive as required for the situation.
--- Project Coordination: Communicate regularly with the project team to ensure the Executive's projects are progressing. Coordinate between them on any items that are causing them to stall, and when their expertise is needed, by relaying information or scheduling time as needed.
--- Continuous Improvement: Actively participate and suggest and/or implement process improvements to streamline the sales process, operations, and overall communication between departments. Stay informed and share best practices and tools relevant to sales operations.
--- Sales Lead Management: Follow up with sales leads through email, text, and phone calls to ensure timely communication. Maintain and update the sales pipeline and lead database in our preferred system daily, ensuring an always accurate representation of where things stand. Track and report on the status of leads and sales activities to executives as required. Analyze the data to identify trends and areas for improvement.
--- Executive Support: Support the executive by managing personal tasks and errands to enhance overall productivity and streamline daily operations.

Qualifications:
Experience/Education:
--- Proven experience as an Executive Assistant, Administrative Assistant, or similar role, preferably in a sales environment.
--- Familiarity with sales processes and customer relationship management (CRM) systems.
--- High school diploma
--- Bachelor's degree in Business Administration, Communications, or a related field (preferred but not required).

Technical Skills:
--- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software and tools.
--- Strong Emphasis on Excel specifically, as this role will exercise and rely on that knowledge heavily.
--- Experience and comfort operating within CRM software (e.g., Salesforce, HubSpot) and project management tools (e.g., Jetpack, NetSuite).
--- Knowledge of reporting and data analysis tools.
--- Researching and reporting your findings.

Integrity and Professionalism:
--- Unquestionable integrity and a genuine desire to help others.
--- Strong commitment to ethical standards.
--- Ability to maintain confidentiality and discretion as required.
--- Honesty in all communication, internally and externally.
--- Reliability and accountability in fulfilling responsibilities and as a team member.

Team Focused:
--- Ability to work collaboratively within a team and contribute to a positive work environment.

Customer Service Orientation:
--- Strong customer service skills with a focus on building positive relationships with prospects and clients.

Organizational Skills:
--- Exceptional organizational abilities with attention to detail to manage multiple tasks and deadlines.
--- Strong time management skills to prioritize tasks effectively and efficiently.

Problem-Solving Abilities:
--- The ability to take initiative and think critically to solve problems as they arise and prior to involving executives when possible.
--- Skilled in performing research and finding solutions independently to present.

Communication Skills:
--- Excellent verbal and written communication skills, with the ability to communicate clearly, professionally, and with little grammatical error.
--- Strong interpersonal skills for effective collaboration with sales teams and clients.

Adaptability:
--- Flexibility to adapt to changing priorities and maintain production in a fast-paced environment.
--- Eagerness to learn and accept new responsibilities.

About Company:
JP Mohler LLC is a small business in Springfield, OH. Conveniently situated in close proximity to major cities such as Columbus (43 miles), Dayton (23 miles), Beavercreek (29 miles), and nearby locations including Bellefontaine, East Liberty, West Jefferson, Huber Heights, and more.

JP Mohler LLC is dedicated to becoming a leading expert in tax reduction services for businesses. Our dynamic and growth-focused company is on an exhilarating path to solidifying its presence in the industry. With a strong commitment to innovation and long-term success, we aim to streamline the tax reduction process for our valued clients.

Keywords: JP Mohler LLC, Dayton , Executive Assistant, Other , Yellow Springs, Ohio