Executive Administrative Assistant to the CFO & Project Director

Job Overview
We are seeking a highly organized and proactive Executive Administrative Assistant to support the Chief Financial Officer (CFO) and Project Director. This dynamic role requires a detail-oriented professional who thrives in a fast-paced environment, providing comprehensive administrative support to ensure smooth operations across executive functions and project initiatives. The ideal candidate will demonstrate exceptional communication skills, mastery of office management tools, and the ability to handle multiple priorities with efficiency and professionalism. Join us to be a vital part of our leadership team, contributing to strategic planning, project coordination, and overall organizational success. Responsibilities

• Manage complex calendars for the CFO and Project Director, coordinating meetings, appointments, and travel arrangements with precision using Microsoft Outlook and Google Calendar.
• Provide executive administrative support including drafting correspondence, proofreading documents, sending contracts, note taking for meetings, and preparing reports with accuracy and attention to detail.
• Organize and maintain filing systems—both digital and physical—ensuring easy retrieval of information while adhering to confidentiality protocols.
• Assist with event planning for meetings, conferences, and company events, handling logistics such as venue booking, catering coordination, and material preparation.
• Oversee office management duties including supply procurement, equipment maintenance, front desk responsibilities, and multi-line phone system operation while maintaining excellent phone etiquette.
• Support bookkeeping activities utilizing QuickBooks for expense tracking, invoicing, and basic data entry tasks related to financial recordkeeping.
• Coordinate projects by tracking deadlines, preparing status reports, facilitating communication among team members, and ensuring timely completion of deliverables.
• Proven experience as an executive assistant or personal assistant supporting senior leadership in a fast-paced office environment.
• Demonstrated proficiency in office management tools such as Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets), and data entry systems.
• Strong organizational skills with the ability to prioritize tasks effectively while managing multiple responsibilities simultaneously.
• Excellent typing speed combined with transcription skills for accurate note-taking and document preparation.
• Experience with event planning, project coordination, bookkeeping (QuickBooks preferred), and clerical duties such as filing and document proofreading.
• Exceptional customer service skills coupled with professional phone etiquette on multi-line phone systems.
• Familiarity with office technology including office equipment maintenance, data entry procedures, and electronic signature platforms like DocuSign is highly desirable.
• Join our team to empower our leadership through dedicated support that drives organizational excellence!
• We value energetic professionals who are eager to contribute their administrative expertise in a vibrant work environment where your skills make a meaningful impact every day.

Pay: $22.00 - $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Paid time off
• Retirement plan

Work Location: In person