Executive Administrative Assistant

Job Overview

We are seeking a dynamic and highly organized Executive Administrative Assistant to support our leadership team and ensure smooth daily operations within our office environment. This vital role combines administrative expertise with exceptional communication skills, enabling the executive team to focus on strategic priorities. The ideal candidate will be proactive, detail-oriented, and possess a strong ability to manage multiple tasks efficiently. This paid position offers an exciting opportunity to contribute to a fast-paced, professional setting while developing your career in office management and administrative support.

Responsibilities

• Manage complex calendars, schedule meetings, and coordinate appointments for executive staff with precision and professionalism
• Serve as the first point of contact for visitors and callers, demonstrating excellent phone etiquette and customer service skills
• Handle incoming calls using multi-line phone systems, directing inquiries appropriately and taking detailed messages when necessary
• Prepare, proofread, and format correspondence, reports, presentations, and other documents using Microsoft Office Suite including Word, Excel (Spreadsheets), and PowerPoint
• Maintain organized filing systems both electronically and physically, ensuring quick retrieval of information
• Assist with data entry tasks using computer literacy skills and ensure accuracy in all clerical activities
• Support office management duties such as ordering supplies, coordinating maintenance requests, and managing office equipment
• Communicate effectively with clients and internal teams in bilingual settings when required to facilitate seamless interactions
• Provide personal assistant support to executives including travel arrangements, expense reports via QuickBooks or similar software, and task prioritization
• Ensure confidentiality of sensitive information while managing multiple priorities efficiently

Qualifications

• Proven experience as an administrative assistant or in office management roles with strong clerical experience
• Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced environment
• Proficiency in Microsoft Office applications (Word, Excel/Spreadsheets, Outlook) and productivity software
• Strong computer literacy with familiarity in data entry, proofreading, and document formatting
• Exceptional phone communication skills with experience handling multi-line phone systems and phone etiquette
• Customer service orientation with the ability to communicate clearly with clients and team members in bilingual settings if applicable
• Demonstrated time management skills with the ability to handle multiple responsibilities simultaneously
• Personal assistant experience or previous office experience is highly desirable
• Technical proficiency in office equipment such as printers, scanners, and office management tools like QuickBooks is preferred

Join us to be a key player in a vibrant office environment where your organizational talents will shine! We value proactive individuals who thrive on supporting leadership through efficient administrative practices. This role offers an engaging work atmosphere where your skills will directly impact our success.

Pay: $35.00 - $50.00 per hour

Benefits:

• 401(k)
• Health insurance
• Paid time off

Work Location: In person