Executive Assistant

Job Summary
We are seeking a highly organized and proactive Executive Assistant to support our leadership team. This dynamic role involves managing complex calendars, coordinating meetings, handling correspondence, and ensuring smooth daily operations within a fast-paced environment. The ideal candidate will possess exceptional communication skills, be detail-oriented, and demonstrate a strong ability to prioritize tasks efficiently. As an integral part of our team, you will contribute to enhancing productivity and fostering a professional office atmosphere through your administrative expertise and positive attitude.

Duties

• Manage and maintain executive calendars, scheduling appointments, meetings, and travel arrangements with precision and flexibility.
• Prepare, proofread, and organize correspondence, reports, presentations, and other documents to ensure clarity and professionalism.
• Answer multi-line phone systems promptly with excellent phone etiquette; direct calls appropriately and take detailed messages when necessary.
• Coordinate logistics for meetings, including booking conference rooms, arranging catering, and preparing necessary materials.
• Handle incoming inquiries at the front desk, greet visitors warmly, and maintain a professional reception area.
• Maintain organized filing systems—both physical and digital—using tools like Google Workspace for efficient data entry and record keeping.
• Support bookkeeping activities using QuickBooks or similar accounting software; assist with invoicing, expense tracking, and basic financial documentation.
• Provide customer service support by addressing client questions or concerns professionally via phone or email.
• Assist with office management tasks such as supply inventory, equipment maintenance coordination, and general administrative duties to ensure operational efficiency.
• Manage calendar schedules for executives and personal assistants; prioritize urgent matters to optimize time management.

Experience

• Proven experience as an Executive Assistant or in a similar administrative role within an office environment.
• Demonstrated proficiency with computer literacy including Microsoft Office (Word, Excel, PowerPoint), Google Workspace (Gmail, Calendar), and data entry tools.
• Strong organizational skills with the ability to multitask effectively in a fast-paced setting.
• Excellent written and verbal communication skills; bilingual abilities are a plus for supporting diverse teams or clients.
• Clerical experience involving filing systems, proofreading documents, and managing multi-line phone systems is highly desirable.
• Previous experience in customer service or customer support roles that require professional phone etiquette.
• Familiarity with office management procedures such as calendar management, appointment scheduling, and office supply coordination.
• Knowledge of medical or dental receptionist duties is advantageous but not required; relevant personal assistant experience is beneficial.
• Ability to handle sensitive information discreetly while maintaining high levels of professionalism at all times. Join us to be part of a vibrant team dedicated to excellence! We value energetic professionals who thrive on organization, communication, and delivering outstanding support every day. This paid position offers an exciting opportunity to develop your administrative skills while making a meaningful impact within our organization!

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• Paid time off
• Referral program

Work Location: In person