Executive Assistant/Office Administrator

Job Summary
We are seeking a dynamic and highly organized Executive Assistant/Office Administrator to join our team. This pivotal role combines comprehensive executive support with efficient office management, ensuring seamless daily operations and exceptional administrative service. The ideal candidate will thrive in a fast-paced environment, demonstrating proactive problem-solving, excellent communication skills, and a keen eye for detail. You will serve as the backbone of our office, supporting leadership and maintaining an organized, productive workspace that fosters success and growth.

Responsibilities

• Provide high-level administrative support to executives, including managing calendars, scheduling meetings, and coordinating appointments using tools like Microsoft Outlook Calendar and Google Workspace.
• Handle complex travel arrangements and prepare detailed itineraries for business trips.
• Manage incoming calls with professionalism and courtesy, utilizing multi-line phone systems and practicing excellent phone etiquette.
• Organize and maintain filing systems—both digital and physical—ensuring easy retrieval of documents and records.
• Assist with event planning for company meetings, conferences, and team-building activities, including logistics coordination and vendor communication.
• Perform data entry, bookkeeping tasks using QuickBooks, and basic bookkeeping to support financial record-keeping.
• Draft, proofread, and transcribe correspondence, reports, presentations, and other documents with precision.
• Oversee office supplies inventory, place orders as needed, and coordinate office maintenance to ensure a smooth work environment.
• Support project coordination efforts by tracking deadlines, preparing reports, and communicating with team members to meet objectives efficiently.
• Manage front desk responsibilities such as greeting visitors, handling mail distribution, and maintaining a professional reception area.
• Utilize office software like Microsoft Office Suite (Word, Excel, PowerPoint) to produce professional documents and presentations.
• Use DocuSign for electronic signatures on contracts or agreements when necessary.
• Maintain excellent customer service standards in all interactions with clients, vendors, visitors, and team members.

Experience

• Proven experience as an executive assistant or office administrator in a fast-paced environment with a minimum of three years of relevant administrative experience.
• Strong proficiency in computer literacy including Microsoft Office (Word, Excel, PowerPoint), Google Workspace applications (Gmail, Calendar), QuickBooks accounting software, and multi-line phone systems.
• Demonstrated ability to manage complex calendar schedules effectively while prioritizing tasks efficiently.
• Experience in event planning, project coordination, data entry, filing systems management, and clerical duties such as proofreading and transcription.
• Familiarity with office management practices including supply ordering, maintenance coordination, and front desk operations.
• Excellent organizational skills with keen attention to detail; ability to multitask seamlessly while maintaining professionalism under pressure.
• Exceptional communication skills—both verbal and written—with polished phone etiquette.
• Knowledge of office equipment operation including printers, scanners, fax machines—and comfort using digital tools like DocuSign for document signing processes. Join us if you’re ready to bring your organizational talents to a vibrant team that values proactive support and operational excellence!

Pay: $26.19 - $31.54 per hour

Work Location: In person