Executive Assistant/Office Manager

Overview

We are seeking a dynamic and highly organized Executive Assistant/Office Manager to join our team and support our leadership while ensuring the smooth operation of our office environment. This role offers an exciting opportunity to coordinate complex schedules, manage administrative tasks with precision, and foster a productive, welcoming workspace. The ideal candidate will bring a proactive attitude, exceptional organizational skills, and a passion for facilitating efficient business operations. This paid position is perfect for someone eager to contribute to a fast-paced environment while honing their administrative expertise.

Duties

• Provide comprehensive executive administrative support by managing calendars, scheduling meetings, and coordinating appointments.
• Handle all aspects of office management, including overseeing front desk operations, maintaining filing systems, and ensuring the office supplies are well-stocked and organized.
• Perform bookkeeping and data entry tasks using CLIO Accounting and productivity software to maintain accurate financial records and expense reports.
• Support personal assistant duties such as intaking clients, preparing correspondence, proofreading documents, transcribing notes, running to Court Clerk’s offices, County Recorder’s office, and handling confidential information with discretion.
• Facilitate communication by utilizing video conferencing software like Zoom or Microsoft Teams.
• Maintain professionalism through excellent phone etiquette, customer service skills, and efficient handling of inquiries at the front desk or via email.
• Execute clerical tasks including filing, document management via DocuSign for electronic signatures, data entry, and proofreading to uphold high standards of accuracy.
• Assist with website and technology support.

Experience

• Proven experience as an executive assistant or office manager supporting C-suite executive in a fast-paced environment.
• Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint), Claude Co-Work and/or Gemini or other AI software applications, and productivity tools such as Microsoft Outlook Calendar.
• Strong organizational skills with the ability to prioritize tasks effectively while managing multiple projects simultaneously.
• Experience in event planning, project coordination, bookkeeping, and general office administration.
• Excellent written and verbal communication skills coupled with professional phone etiquette.
• Technical proficiency in video conferencing software (Zoom, Microsoft Teams), multi-line phone systems, data entry platforms, and document management systems like DocuSign.
• Background in clerical work or administrative support roles that require attention to detail—including proofreading and transcription—alongside customer service experience at the front desk or reception area.

Join us in creating an efficient workspace where your organizational talents will shine! This role offers an engaging environment for a motivated professional eager to make a meaningful impact through exceptional support and office management expertise.

Pay: $30.00 - $45.00 per hour

Benefits:

• Health insurance
• Paid time off
• Retirement plan

Work Location: In person