Executive Assistant

Job Overview

We are seeking a dynamic and highly organized Executive Assistant to join our team! In this vital role, you will provide comprehensive administrative support to senior leadership, ensuring smooth daily operations and efficient communication across departments. Your proactive approach, exceptional organizational skills, and technical proficiency will help elevate our office environment and enhance productivity. This position offers an exciting opportunity to be at the heart of our organization’s success, supporting key executives and contributing to a positive, energized workplace.

Duties

• Manage complex calendars, schedule meetings, and coordinate appointments with precision and attention to detail.
• Handle multi-line phone systems, screen calls, and direct inquiries with professionalism and courtesy.
• Prepare, proofread, and edit documents, reports, correspondence, and presentations using Word processing and productivity software.
• Organize files, maintain records, and oversee filing systems both digitally (using Google Workspace) and physically to ensure easy retrieval.
• Assist with bookkeeping tasks such as invoicing and expense tracking using QuickBooks or similar accounting software.
• Support client communication efforts through email correspondence, data entry, and customer service interactions.
• Facilitate office management duties including supply ordering, office equipment maintenance, and front desk responsibilities.
• Coordinate travel arrangements, event planning, and calendar management for executives to maximize efficiency.
• Provide personal assistant support as needed to help executives balance professional commitments with personal tasks.
• Purchase office supplies, order food for different activities, pick-up items in Costco, Sams and grocery store.
• Organize and maintain inventory of all office supplies, equipments and lounge area.

Requirements

• Must be fluent in English and Spanish.
• Proven experience in an administrative or executive assistant role with strong office management skills.
• Exceptional computer literacy including proficiency in Microsoft Office (Word, Excel), Google Workspace (Docs, Sheets), and familiarity with productivity software.
• Experience with multi-line phone systems, front desk duties, and professional phone etiquette.
• Ability to perform data entry accurately while demonstrating excellent proofreading skills.
• Bilingual abilities are a plus for effective communication with diverse clients and team members.
• Strong organizational skills with the ability to prioritize tasks efficiently in a fast-paced environment.
• Knowledge of QuickBooks for bookkeeping tasks is highly desirable.
• Previous experience in medical or dental receptionist roles is advantageous but not required.
• Excellent time management skills combined with a proactive attitude toward problem-solving and task completion.
• Demonstrated customer service skills with the ability to handle client communication professionally.

Join us as an Executive Assistant where your energy fuels our success! Bring your technical proficiency, organizational prowess, and passion for supporting teams to create a vibrant workplace that thrives on collaboration and excellence.

Pay: From $16.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person