Executive Assistant

Overview
We are seeking a dynamic and highly organized Executive Assistant to support our leadership team and ensure smooth daily operations within our office environment. This vital role offers an exciting opportunity to contribute to a fast-paced, professional setting where your proactive approach and exceptional organizational skills will make a meaningful impact. The ideal candidate will be energetic, detail-oriented, and possess a passion for delivering outstanding administrative support, helping our executives stay focused on strategic priorities while managing a variety of essential tasks.

Responsibilities

• Manage complex calendars, schedule appointments, and coordinate meetings with precision and efficiency.
• Handle incoming calls using multi-line phone systems with professionalism and courtesy, ensuring prompt and effective communication.
• Prepare, proofread, and distribute correspondence, reports, and presentations with attention to detail.
• Organize and maintain filing systems, mostly digital, ensuring easy retrieval of documents.
• Support office management duties including supply procurement and equipment maintenance.
• Assist our accountant with data entry, bookkeeping tasks using QuickBooks, and basic financial record keeping.
• Assist with digital marketing tasks with direction provided by our marketing officer.
• Help with IT and CRM support with direction provided by our Technology Officer.
• Provide exceptional customer service by addressing inquiries promptly.
• Facilitate travel arrangements, including booking flights, accommodations, and preparing itineraries for executives.
• Support personal assistant responsibilities such as calendar management for leadership team members.
• Run personal and business errands for the executive team.
• Collaborate with team members to ensure efficient office operations and uphold high standards of professionalism.

Requirements

• Proven experience as an executive assistant or in a similar administrative role within an office setting.
• Strong computer literacy with proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace (Gmail, Calendar, Drive, Docs, Sheets, Slides), and data entry tools. Huge plus if you have experience with Jobber or Go High Level.
• Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced environment.
• Exceptional phone etiquette skills
• Bilingual abilities are highly desirable to support diverse communication needs.
• Experience with clerical tasks such as filing, proofreading, and document management is essential.
• Knowledge of office management practices including supply ordering and front desk operations.
• Strong time management skills with the ability to handle multiple responsibilities simultaneously.
• Previous experience in customer service or customer support roles preferred.
• Familiarity with bookkeeping software like QuickBooks is a plus.
• Ability to keep the executive team working on what they're really good at and free from tasks that aren't promoting their highest and best use of time.
• Join us in this energetic role where your organizational expertise will empower our leadership team to excel! We value proactive professionals who thrive in collaborative environments and are eager to contribute their skills toward our shared success.

Pay: $52,000.00 - $65,000.00 per year

Benefits:

• Flexible schedule
• Paid time off
• Professional development assistance

Education:

• Bachelor's (Required)

Language:

• English (Required)

Ability to Commute:

• Birmingham, AL 35243 (Required)

Willingness to travel:

• 25% (Preferred)

Work Location: In person