Executive Assistant

Job Overview

We are seeking a highly organized and proactive Executive Assistant to join our dynamic team. In this vital role, you will provide comprehensive administrative support to senior leadership, ensuring smooth daily operations and effective communication across departments. Your energetic approach and exceptional organizational skills will help drive productivity, manage complex schedules, and facilitate seamless office management. This position offers an exciting opportunity to be at the heart of our organization, supporting executive functions with professionalism and enthusiasm.

Duties

• Manage and coordinate complex calendars, appointments, and meetings for executives, ensuring optimal time management and prioritization
• Prepare, proofread, and distribute correspondence, reports, presentations, and other documents with precision and attention to detail
• Handle multi-line phone systems with professionalism, providing excellent customer service and client communication
• Organize travel arrangements, including booking flights, accommodations, and transportation logistics
• Maintain accurate records through data entry, filing systems, and spreadsheet management using productivity software such as Microsoft Office and Google Workspace
• Assist with office management tasks including supply procurement, equipment maintenance, and facility coordination
• Support bookkeeping activities using QuickBooks or similar accounting software to track expenses and invoices

Requirements

• Proven experience as an Executive Assistant or in a similar administrative role with office management responsibilities
• Strong computer literacy with proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace, spreadsheets, and data entry skills
• Excellent organizational skills with the ability to multitask efficiently in a fast-paced environment
• Bilingual abilities are a plus for effective client communication across diverse populations
• Experience with front desk duties such as answering phones with proper phone etiquette and providing customer support
• Familiarity with clerical tasks including filing, proofreading, calendar management, and document preparation
• Technical proficiency in office equipment including multi-line phone systems and office management tools
• Demonstrated ability to handle confidential information discreetly while maintaining high levels of professionalism
• Strong time management skills to prioritize tasks effectively while supporting multiple executives

Join us as an Executive Assistant to play a pivotal role in maintaining our organization’s efficiency! Your energetic attitude combined with your detailed-oriented approach will help us deliver exceptional support at every level. We value proactive professionals who thrive on organization, communication excellence, and delivering top-tier administrative support.

Pay: $13.00 - $16.00 per hour

Benefits:

• Flexible schedule

Work Location: Hybrid remote in Pasadena, CA