Administrative Business Assistant

Performance-driven Administrative Business Assistant opportunity directly supporting the Founder and Managing Partner of a highly specialized boutique national retained executive search and professional recruitment firm. This is the opportunity to enhance the productivity and organizational efficiency of a nationally recognized growing entrepreneurial business while supporting continuous growth and the development of additional revenue streams.About the Company and Founder/Managing PartnerKM Partners is the only Executive Search & Professional Recruitment firm in the U.S. dedicated to Finance, Multifamily, Affordable Housing, Tax Credits, as well as Impact-Investing, and Sustainability across industries respecting responsible capitalism. With practice areas focused in high-growth, impact-investment-oriented sectors, we have established national brand recognition and elevated our competitive advantage while achieving strong, steady YOY growth. At KM, we place top performers and highly qualified industry-specific professionals including executive leadership, middle management, and experienced associates and do consistent repeat business with high profile clientele in our niche practice areas throughout the United States. The Founder and Managing Partner is a highly capable entrepreneur focused on growing a business that aligns with his core values by contributing to and supporting businesses that seek to positively impact the economy, society, and environment.Our success to-date and future growth ambitions allow us to offer a unique experience: Entrepreneurial mindset: We are a progressive and innovative growing business interested in leveraging our unique niche into a national online platformContinuous Improvement: We listen to input and feedback. Our culture embraces continuous learning, and development, where everyone has a voice and is encouraged to contribute to discussions about how we can improve as a team and company.Technology integration: Our migration to an industry leading ATS, is providing enhanced automation, technology integration across systems, rapid, mass upload capabilities, SMS Text campaigns, and better database search, sorting, and organizational capabilities.Fun work hard / play hard culture: We value results above all else, but we have a strong, supportive culture and enjoy our unique and entertaining team building events together.Hiring GoalAn administrative professional who will drive the Managing Partners’ productivity and efficiency by utilizing their exceptional organizational skills, ability to balance multiple competing priorities, and optimize the Managing Partners’ consistent execution through proactive vs reactive planning, researching, contacts management, and scheduling. The right professional will be strongly focused on providing exceptional service, bringing impeccable organization and follow up tracking of critical business operations. Advancement potential and participation in a performance-based bonus program over time may be offered based on ability to execute and drive results, company growth, and adding value to the business.Essential Responsibilities Time Management Leader (~15%): Work closely with Managing Partner (MP) to strategically prioritize & reprioritize to-do list and action items for the day and week by categorizing into appropriate predetermined work blocks. Define and create high priority action items from MP’s meetings, calls, voicemails, social media and website inquiries, and other team members, then add to to-do list and categorize into appropriate corresponding work blocks. Remind MP of upcoming meetings and factor in necessary preparation time and action items into MP’s schedule.Maintain detailed and highly organized system to track critical follow up items (~15%): Make use of your exceptional organization skills to track details in Excel and company database of progress for searches, new business development pipeline, leads, placement start dates and check-ins, invoice due dates, high target companies, client contacts, candidates and other professionals.Research like a pro (~15%): Work in collaboration with MP to determine and conduct the research necessary to create strategic, high target call plans, for both hunting & farming new clients and contacts for new business, candidates to recruit for placement, and recruiters for future internal hires. Become an expert with internet searches and hacks, Boolean search criteria for LinkedIn, and other social media, relevant industry trade associations, publications, and conferences.Contacts management (~10%): Ensure timely follow up of all email messages, voicemails, LinkedIn messages (x2), inbound website inquiries, and other online communications – leave no stone unturned. Manage Office Calendar: Share reminders, compile weekly meeting agenda, trainings, etc.Scheduling & Calendaring (~10%): Ensure accurate and detailed calendar invites are sent using professional formatting for all calls and video conferences, and in-person meetings. As necessary and approved by MP, manage calendar, reschedule meetings, calls, work blocks, etc. to accommodate all parties and maximize efficiency.Data entry (~10%): Utilize internet, websites of target clients, LinkedIn, and software subscriptions to find contact information and input into company applicant tracking system (ATS) for MP to execute strategic and highly targeted calls. Organize into appropriate folders, client and candidate profiles, and label appropriately to enhance search functionality of company database. Create candidate profiles by inputting candidate resumes and work samples into company applicant tracking system. Ensure all necessary and appropriate information from client contact calls, candidate interviews, etc. is logged accordingly.Document Formatting (~10%): Format and spell check candidate resumes for MP. Ensure all documents to be sent out look professional and are formatted appropriately.Job Postings & Social Media (~10%): Assist in spellchecking and proofreading Job Postings, managing our postings on company website, LinkedIn, Job Boards, etc.Qualifications Exceptional organizational and time management skillsEntrepreneurial, growth mindset, with a results-oriented, positive “can-do” attitude and professional demeanorHighly organized, self-starter who possess a sense of urgency to achieve outcomes and exceed expectationsProven ability to multi-task and prioritize shifting responsibilities, who can handle matters expeditiously, often with deadline pressures and competing prioritiesEffective telephone etiquette, outstanding verbal and written communication skills, and excellent customer service skillsApply skills to maintain a high-level of productivity and accuracy through delivering quality work with meticulous attention to detailStrong computer proficiency with MS Windows - Word, Excel, PowerPoint and OutlookStrong sense of accountability, intellectual curiosity, interest, and willingness to learnMaintain a professional appearance, demeanor, and approach to workPick up on new technical and procedural knowledge quickly, apply new learning to become more effective at work, work to continuously improve We are building something unique and we are interested in sharing more of the details and learning about you and your professional objectives. Well-qualified applicants are more than welcome to contact the Managing Partner directly: