Executive Administrative Assistant

Job Overview

This is a dynamic role in a growing small business. The successful candidate will have the opportunity to work across insurance, accounting, business consulting, property management administration, and executive operations. This role is Ideal for a college student or someone who enjoys variety, learning new skills, and working in a fast-paced environment.

While the primary focus is supporting business operations, personal assistant responsibilities for the owner are expected and required. Training will be provided for many aspects of the position. We are looking for someone with a positive attitude, strong organizational skills, and willingness to learn. Schedule is approximately 12-18 hours per week, flexible based on business needs.

Responsibilities:

• Greet visitors and clients with a friendly and professional demeanor
• Answer incoming phone calls in a professional manner
• Respond to client emails and inquiries
• Maintain organized physical and digital filing systems
• Schedule appointments, meetings, and calendar reminders
• Prepare correspondence, forms, and business documents
• Assist with basic social media content and activities
• Make bank deposit runs
• Order office supplies
• Prepare electronic signature packets
• Maintain client records within insurance and accounting CRM systems
• Follow up on insurance quotes, renewals, and outstanding client requests
• Communicate with vendors and service providers as directed
• Assist with basic bookkeeping tasks, including spreadsheet data entry
• Organize receipts and financial records
• Respond to tenant inquiries
• Assist with tenant screening, correspondence, and property showings

Additional Responsibilities:

• Assist with occasional personal errands and administrative tasks for business owner
• Provide occasional transportation for the owner’s children to and from activities
• Run local business errands as needed
• Research vendors, products, or services
• Assist with special projects and other duties as assigned

Skills:

• Excellent verbal and written communication skills
• Professional phone etiquette
• Strong organizational and time management skills
• Proficiency in Microsoft Office and Google Workspace
• Strong typing and proofreading skills
• Ability to prioritize multiple assignments
• Ability to maintain confidentiality
• Ability to work independently
• Ability to quickly learn new software and processes

Preferred Qualifications

• Previous administrative or customer service experience
• Personal assistant experience
• Experience with bookkeeping or accounting software
• Familiarity with social media platforms (Instagram, Facebook, TikTok)
• Bilingual (English/Spanish)
• Flexible Schedule

Minimum Qualifications:

• Reliable personal vehicle
• Valid California Driver’s License
• Minimum 3 years of licensed driving experience
• Clean driving record
• Proof of current personal auto insurance
• Ability to pass a background check
• Comfortable working around children
• CPR certification preferred or willingness to obtain certification

Growth Opportunity

As the company continues to expand, this position offers opportunities to learn insurance operations, business management, bookkeeping, property management administration, and executive support responsibilities.

Who We’re Looking For

The ideal candidate is dependable, professional, detail-oriented, resourceful, and committed to providing exceptional customer service. They should be comfortable working in a fast-paced, growing small business, demonstrate initiative, handle confidential information with discretion, and enjoy taking ownership of their work while learning new skills.

Pay: $18.50 - $19.50 per hour

Benefits:

• Flexible schedule

Work Location: In person