Executive Administrative Assistant

Job Overview

We are seeking a highly organized and proactive Executive Administrative Assistant to support our executive team and ensure the smooth operation of our office. This role requires exceptional multitasking, communication, and organizational skills, with a focus on providing comprehensive administrative support. The ideal candidate will have experience in office management, project coordination, and personal assistant duties, with proficiency in various software tools and excellent attention to detail. (English and Spanish)

Responsibilities

- Manage and coordinate calendars using Microsoft Outlook Calendar and Google Workspace to schedule meetings, appointments, and events efficiently.

- Provide executive administrative support including preparing correspondence, reports, and presentations with strong proofreading and transcription skills.

- Assist with event planning for company functions, meetings, and special events to ensure seamless execution.

- Handle phone etiquette for multi-line phone systems, screen calls, and direct inquiries appropriately.

- Perform data entry, filing, and general clerical tasks to maintain organized records and documentation.

- Utilize QuickBooks for basic bookkeeping tasks such as invoicing and expense tracking.

- Support project coordination efforts by tracking deadlines, preparing agendas, and following up on action items.

- Manage office operations including supply ordering, filing systems, front desk duties, and office management tasks.

- Use Office Suite (Microsoft Office) to create documents, spreadsheets, and presentations as needed.

- Facilitate document signing processes using DocuSign and other electronic signature platforms.

- Provide personal assistant support to executives including travel arrangements and personal scheduling as required.

Qualifications

- Proven experience in an executive administrative or office management role with strong organizational skills.

- Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace, Microsoft Outlook Calendar, and data entry software.

- Experience with QuickBooks for bookkeeping tasks is preferred.

- Excellent typing speed along with proofreading and transcription abilities.

- Strong communication skills with professional phone etiquette for handling multi-line phone systems.

- Ability to manage multiple projects simultaneously while maintaining attention to detail.

- Familiarity with event planning logistics and project coordination processes.

- Prior experience supporting executives or personal assistants is highly desirable.

- Demonstrated ability to work independently with minimal supervision in a fast-paced environment. This position offers an opportunity to be an integral part of a dynamic team where your organizational expertise will directly contribute to the success of our operations.

- Accounting Knowledge

Pay: $40,000.00 - $55,000.00 per year

Work Location: In person