Executive Assistant

Overview
We are seeking a dynamic and highly organized Executive Assistant to join our team and support our CEO with exceptional administrative and task execution expertise. This vital role ensures smooth daily operations, manages complex schedules, and facilitates effective communication across departments. The ideal candidate will thrive in a fast-paced environment, demonstrate proactive problem-solving skills, and possess a passion for delivering outstanding support that empowers executives to focus on strategic priorities. This paid position offers an exciting opportunity to contribute to a forward-thinking organization committed to excellence and growth.

Duties

• Manage and coordinate detailed calendars using Microsoft Outlook Calendar and Google Workspace, scheduling meetings, appointments, and travel arrangements with precision.
• Process Grant Work Programs
• Provide comprehensive executive administrative support, including drafting correspondence, proofreading documents, and transcribing notes to ensure clarity and professionalism.
• Organize and facilitate event planning for meetings, conferences, and company functions, handling logistics from venue booking to catering arrangements.
• Perform data entry, filing, and record-keeping tasks using QuickBooks, Microsoft Office Suite, and other office management tools to maintain accurate financial and administrative records.
• Handle multi-line phone systems with professionalism, practicing excellent phone etiquette while directing calls efficiently.
• Support bookkeeping activities such as invoicing, expense tracking, and reconciling accounts using QuickBooks or similar software.
• Assist with project coordination by tracking deadlines, preparing reports, and ensuring timely completion of tasks across teams.
• Manage office supplies inventory, coordinate front desk activities including greeting visitors, and oversee general office management duties to maintain a welcoming environment.
• Utilize office technology tools like DocuSign for document signing processes and Google Workspace for collaboration to streamline workflows.
• Provide personal assistant support as needed—managing personal appointments or errands to help executives stay focused on their priorities.

Qualifications

• Proven experience as an executive assistant or in a similar administrative role with a strong background in office management and clerical tasks.
• Exceptional organizational skills with the ability to prioritize multiple responsibilities effectively.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace applications, and data entry platforms like QuickBooks.
• Excellent typing speed combined with transcription skills for accurate note-taking and document creation.
• Strong communication skills with professional phone etiquette and customer service experience.
• Demonstrated ability to handle confidential information discreetly while maintaining high attention to detail through proofreading and document review.
• Experience coordinating events or projects from inception through execution is highly desirable.
• Familiarity with multi-line phone systems, calendar management tools such as Microsoft Outlook Calendar, and electronic signature platforms like DocuSign.
• Ability to adapt quickly in a fast-paced environment while maintaining a positive attitude and proactive approach. Join us in this exciting role where your organizational talents will directly impact our success! We’re dedicated to fostering an inclusive workplace that values your contributions while offering opportunities for growth within a vibrant organization committed to excellence.

Pay: $50,000.00 - $52,000.00 per year

Work Location: In person