Job Description

Overview

We are seeking a dynamic and highly organized Executive Assistant to join our team and provide exceptional administrative support to our executive leadership. This role is vital in ensuring smooth daily operations, managing complex schedules, coordinating projects, and handling a variety of administrative tasks with professionalism and enthusiasm. The ideal candidate will thrive in a fast-paced environment, demonstrate excellent communication skills, and possess a proactive approach to problem-solving. This paid position offers an exciting opportunity to be an integral part of a forward-thinking organization committed to excellence and growth.

Duties

Manage and maintain detailed calendars using Microsoft Outlook Calendar and Google Workspace, scheduling meetings, appointments, and travel arrangements efficiently. Provide comprehensive executive administrative support, including drafting correspondence, proofreading documents, and preparing reports with attention to detail. Coordinate multiple projects simultaneously by tracking deadlines, preparing agendas, taking minutes, and following up on action items to ensure timely completion. Organize and facilitate events such as meetings, conferences, and team-building activities through meticulous planning and logistics management. Handle phone etiquette professionally across multi-line phone systems, screening calls, taking messages, and directing inquiries appropriately. Perform data entry and bookkeeping tasks using QuickBooks or similar accounting software to assist with invoicing, expense tracking, and financial record-keeping. Manage office operations by overseeing filing systems, maintaining supplies inventory, handling front desk duties, and ensuring a welcoming environment for visitors. Support personal assistant responsibilities including managing personal appointments for our CEO and handling confidential information discreetly. Utilize Microsoft Office Suite (Word, Excel, PowerPoint) for document creation, data analysis, and presentation development. Maintain office management systems by implementing efficient procedures for filing, document control, and record retention. Use Office experience combined with customer service skills to address internal and external inquiries promptly and courteously. Support project coordination efforts across departments by tracking progress and communicating updates effectively using collaboration tools like Google Workspace.

Requirements

Proven experience as an executive assistant or in a similar administrative role with at least several years of office management or clerical experience. Strong organizational skills with the ability to prioritize tasks efficiently in a fast-paced environment. Exceptional typing speed combined with excellent proofreading and transcription abilities for accurate document preparation. Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace applications (Docs, Sheets), QuickBooks, and familiarity with DocuSign for electronic signatures. Excellent phone etiquette skills across multi-line phone systems coupled with professional communication capabilities. Demonstrated experience in event planning and project coordination to manage multiple responsibilities seamlessly. Knowledge of bookkeeping practices including data entry and financial record management using QuickBooks or similar tools. Ability to handle confidential information discreetly while maintaining high levels of integrity. Strong computer literacy skills with the ability to adapt quickly to new software or systems as needed. Experience supporting executives personally or professionally is highly desirable along with familiarity in front desk operations. Join us as an Executive Assistant where your energy fuels our success! This role offers an engaging environment where your organizational talents will shine while supporting leadership in achieving strategic goals. We value proactive individuals who excel at multitasking--your contribution will be essential in creating a productive workplace that thrives on collaboration and excellence!
Job Type: Full-time

Pay: $40,000.00 - $50,000.00 per year

Benefits:

401(k) Health insurance Paid time off
Work Location: In person