Executive Assistant - Latam

Job Title: Executive Assistant - LATAM
Location: Remote (PST Time zone)
Salary Range: up to 1,500 USD
Work Schedule: Monday to Friday, 9:00 AM to 5:00 PM (PST)
NOTE: INDEPENDENT CONTRACTOR POSITION

Company Overview:

Sagan is an exclusive membership community for top executives, founders, and CEOs seeking to hire and maximize the impact of international talent. We bridge the gap between global talent and US-based businesses, connecting candidates from vibrant regions like Latin America, the Philippines, India, Pakistan, Bangladesh, and Africa with leading American companies. Discover a world of career possibilities with Sagan.

Client Overview:

Sagan represents a company that specializes in high-quality photography and videography services for the real estate industry. We are committed to delivering exceptional client experiences and are seeking an Executive Assistant to join our team.

Position Overview:

We are looking for a detail-oriented and customer-focused Executive Assistant to support our Real Estate Photography and Videography Operations team. This role is crucial in managing client inquiries, scheduling appointments, coordinating with photographers and videographers, and providing administrative support to ensure client satisfaction and smooth operations.

Key Responsibilities:

• Client Communication:
  • Respond promptly to client inquiries via phone, email, and chat.
  • Provide information about services, pricing, and scheduling.
  • Handle client complaints and issues with professionalism and empathy.
• Appointment Scheduling:
  • Schedule and confirm appointments for photography, videography, floor plans, and aerial drone sessions for both commercial and residential properties.
  • Coordinate with photographers, videographers, and clients to ensure availability and timely service.
  • Manage and update the appointment calendars.
• Administrative Support:
  • Prepare and send invoices to clients as required.
  • Maintain and update client records and transactions in a spreadsheet.
  • Assist in the preparation of reports and documentation as needed.
• Coordination and Logistics:
  • Ensure photographers and videographers have the necessary equipment and information for each assignment.
  • Monitor project timelines and ensure deadlines are met.
  • Facilitate the delivery of final photos and videos to clients.
• Quality Assurance:
  • Review client feedback and work with the team to improve service quality.
  • Ensure all client deliverables meet company standards before delivery.
  • Conduct follow-ups with clients to ensure satisfaction and gather feedback as needed.
• Team Collaboration:
  • Work closely with the operations manager, photographers, and videographers to streamline processes.
  • Participate in team meetings and contribute to the development of best practices.
  • Assist in training new team members as needed.

Qualifications:

• Education:
  • High school diploma or equivalent required.
  • Associate's or Bachelor's degree in Business Administration, Communications, or a related field preferred.
• Experience:
  • Minimum of 2 years of experience in a customer service role, preferably in a real estate or photography-related industry.
  • Experience with scheduling and administrative tasks.
• Skills:
  • Excellent verbal and written communication skills.
  • Strong organizational and multitasking abilities.
  • Proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets) and Microsoft Office Suite (Word, Excel, Outlook).
  • Familiarity with customer relationship management (CRM) software is a plus.
  • Ability to work independently and as part of a team.
• Key Attributes:
  • Customer-oriented mindset with a focus on client satisfaction.
  • High level of accuracy and attention to detail.
  • Ability to handle stressful situations calmly and effectively.
  • Proactive approach to problem-solving and process improvement.
  • Strong interpersonal skills and ability to build positive relationships with clients and team members.
• Working Conditions:
  • Standard office environment with remote work.
  • Flexible working hours may be necessary to accommodate client schedules.
• Nice-to-Haves:
  • Experience with real estate photography, videography, floor plans, and aerial drone products.
  • Experience working with both internal and external clients.