Position Profile

June 23, 2024

POSITION TITLE: Executive Administrative Assistant/Customer Support

REPORTING TO: President and Director of Customer Support

LOCATION: Los Gatos, CA 95033


The Company's flagship software product is a quantitative decision-support environment that helps people visualize problems with a clarity and power far beyond what is possible in a spreadsheet. Existing applications of the product include strategic planning, R&D management, decision analysis, and risk analysis in finance, healthcare, energy, environment, aerospace, and telecommunications. The product is being used in major corporations, consulting firms, universities, and government agencies, on six continents.

The Company helps organizations make "green decisions": We offer software and consulting to help organizations quantify and reduce their energy use and environmental footprint.

We are looking for an experienced and highly organized person to support our customers and sales staff (about 2/3 time), and provide administrative assistance for our CEO (about 1/3). This job offers opportunities for career growth as a key member of a great team in a small growing company.

Responsibilities include, but are not limited to:
* Manage incoming information requests and orders, process credit cards, send invoices and receipts, email license codes.
* Manage and update customer lead and contact information. Send newsletters and other emails.
* Schedule and coordinate meetings, teleconferences, and web conferences with staff and customers.
* Collect timesheets from consultants, generate invoices, and follow-up on A/R.
* Manage a small office, organize and maintain filing system, help select and manage office services, such as telephone, internet, web-conferencing, printing.
* Arrange travel for CEO and consultants.
* Work with team to continually improve the quality and effectiveness of our customer interactions and business processes.


* Outstanding organizational skills, with reliable follow-up, and attention to detail.
* Ability to track and prioritize multiple tasks and projects
* Excellent communication skills in speaking and writing with clarity and professionalism. Enjoys speaking and working with customers and coworkers around the world.
* 2+ years experience with Salesforce or similar CRM system.
* Good skills with MS Word, Excel: For example, you can manage and edit contact lists in a spreadsheet and import to CRM, and do simple costs and budgets.
* Ability and interest in learning new software and IT skills.
* Bachelors or graduate degree, preferably in something technical.
* Fearless ability to dig into problems and figure out solutions.


As a small company, each of us wears many hats. It would be great if you have experience -- or want to gain experience in any of these areas:

* Quantitative analysis and statistics relating to energy and the environment
* HR skills, such as benefits management and assisting with recruiting.
* Managing and tracking online ads, such as Google Adwords and web analytics.
* IT, purchasing, installing, and managing simple IT hardware and software
* Writing and editing items for newsletter or web site.
* Negotiating and managing consulting contracts.
* Research prospective customers and new markets.

We are located at a beautiful spot in the Santa Cruz Mountains, an easy commute from Santa Cruz or San Jose. Once you are up to speed, you can telecommute 2 or 3 days per week.

To be considered for this opportunity, please email your resume (in Word format only; no PDF please), cover letter and salary history to: (please put job title in the subject line of your email)

Lisa K. Locke
Locke and KEY Executive Search
Phone: 510-533-2005
Fax: 510-533-2055
Email: lklocke@lockeandkey.com
Website: http://www.lockeandkey.com/