Executive // Administrative Assistant

Job Overview

We are seeking a dynamic and highly organized Executive // Administrative Assistant to join our team. This vital role offers an exciting opportunity to support executive leadership and ensure the smooth operation of daily office functions. The ideal candidate will be proactive, detail-oriented, and possess excellent communication skills, both bilingual and monolingual candidates are encouraged to apply. You will manage a variety of administrative tasks, coordinate schedules, handle client communications, and maintain office efficiency with enthusiasm and professionalism. This paid position provides a chance to develop your administrative expertise in a fast-paced, supportive environment.

The main function of an Executive Administrative Assistant is to provide high-level administrative support. This role involves conducting research, handling information requests, performing clerical functions, and acting as an information and communication manager for an office. The position requires exercising confidentiality, tact, and diplomacy.

Key Responsibilities

• Provide administrative support directly to executive-level management.
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Prepare invoices, reports, memos, letters, financial statements, and other documents using business software applications (e.g., word processing, presentation, and spreadsheet).
• File and retrieve corporate documents, records, and reports.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Receive, screen, and direct incoming calls, visitors, mail, and email.
• Prepare agendas and make arrangements for committee, board, and other meetings.
• Maintain files, records, calendars, and diaries; arrange business travel, coordinate meeting arrangements, and track expenses.
• Participate in the development and implementation of administrative standards, policies, and practices for the organization.

Experience

• Proven administrative experience in an office setting with a strong background in clerical duties and office management
• Demonstrated proficiency with Microsoft Office applications (Word, Excel, Outlook) and familiarity with spreadsheets for data organization
• Experience using QuickBooks or similar accounting software is preferred but not required
• Strong organizational skills with the ability to prioritize tasks effectively and manage time efficiently
• Excellent computer literacy including data entry, word processing, and technical proficiency in productivity tools
• Bilingual abilities are highly valued to facilitate communication with diverse clients and team members
• Previous experience as a personal assistant or in a front desk role is advantageous for success in this position

Join us to be an integral part of a vibrant team where your organizational skills and proactive attitude will make a meaningful impact every day!

Pay: $29.75 - $35.00 per hour

Benefits:

• Dental insurance

Work Location: In person