Executive Administrative Assistant

Overview

Breezy Agency is a boutique marketing and business management consulting firm. We specialize in real estate, hospitality, and nonprofits.

We are seeking a versatile and detail-oriented Executive Administrative Assistant to support our team. In this multi-faceted role, you will be the backbone of our day-to-day office operations, handle key bookkeeping and invoicing tasks, administrative tasks, and serve as a responsive, reliable point of contact for our clients.

The ideal candidate thrives in an agile environment, easily balances administrative duties with financial accuracy, and possesses strong interpersonal skills to manage client relationships effectively.

Duties

1. Administrative & Office Support

• Manage executive calendars, schedule meetings, and handle internal/external communication.
• Maintain digital filing systems, documentation, and office records to ensure complete confidentiality and easy retrieval.
• Draft, proofread, and prepare business correspondence, reports, presentations, and client materials.
• Provide administrative support in real estate management, hospitality, and nonprofits.

2. Accounting & Bookkeeping Tasks

• Process accounts payable (A/P) and accounts receivable (A/R) in software like QuickBooks, Yardi Breeze, and Appfolio.
• Prepare, issue, and follow up on invoices, payments, payment reminders, and receipts.
• Perform weekly account reconciliations and assist with expense tracking and budget reporting.
• Liaise with external accountants or tax professionals during tax preparation and audits.

3. Account Management Support

• Account management in real estate management, hospitality, and nonprofits.
• Serve as a primary point of contact for routine client inquiries, status updates, and support requests.
• Assist in current clients, tracking deliverable timelines, and coordinating project hand-offs between internal teams and clients.
• Monitor account health, ensuring client retainers, renewals, and special requests are documented and addressed promptly.

Experience, Qualifications & Requirements

• Experience: 2+ years of experience in an administrative support, office management, or operations role. Prior experience with basic accounting and client-facing coordination is highly desirable.
• Software Proficiency:
• Advanced skills in Microsoft Office (Word, Excel, PowerPoint) or Google Workspace.
• Practical experience with accounting tools (e.g., QuickBooks Online).
• Familiarity with project and property management software (e.g., Wix, Trello, Canva, Constant Contact, Yardi Breeze, Appfolio).
• Willingness to learn new software.

Skills:

• Excellent customer service skills with a conflict-resolution mindset.
• Exceptional written and verbal communication skills.
• Strong organizational and multi-tasking abilities with high attention to detail.
• Sound understanding of basic accounting principles (invoicing, ledger entries, reconciliations).
• High level of discretion and integrity when handling sensitive financial and client information.

Join us to be part of a vibrant team where your organizational talents will make a real impact! We are committed to supporting your professional growth while providing an engaging work environment that values initiative, efficiency, and excellence in service delivery.

Pay: $2,000.00 per month

Benefits:

• Flexible schedule

Work Location: Hybrid remote in Long Beach, CA 90802