Executive Administrative Assistant

READ JOB DESCRPTIONS CAREFULLY!!!

To be considered for this role, please submit a link to a short video introducing yourself and explaining why you are qualified for this position. While starting part-time, this role carries the potential to transition into a full-time position as our operations scale.

Overview
We are seeking a dynamic and highly organized Executive Administrative Assistant to join our team. This vital role offers the opportunity to support executive leadership with a wide range of administrative and office management duties, ensuring smooth daily operations and fostering a productive work environment. The ideal candidate will be proactive, detail-oriented, and possess excellent communication skills, with the ability to handle multiple tasks efficiently in a fast-paced setting. Bilingual abilities and experience with office management tools are highly valued.

Responsibilities

• Provide comprehensive administrative support to executive team members, including calling on hot leads and key accounts, preparing marketing and sales sample packages. calendar management, meeting coordination, and travel arrangements,
• Manage front desk operations, greeting visitors professionally and handling multi-line phone systems with courtesy and efficiency.
• Maintain organized filing systems, perform data entry, and ensure accurate record-keeping using tools such as Microsoft Office, Google Workspace, and QuickBooks and emerging AI tools for job efficiency.
• Assist with bookkeeping tasks, invoicing, and basic financial record management to support office financial processes.
• Handle clerical duties such as proofreading documents, managing correspondence, and preparing reports with attention to detail.
• Support office management functions by overseeing supplies inventory, coordinating maintenance requests, and ensuring a welcoming office environment.
• Provide exceptional customer service by supporting clients, vendors, and internal teams through effective communication and support.

Qualifications

• Proven experience in an administrative or clerical role within an office environment; previous experience as a personal or medical/dental receptionist is a plus.
• Strong computer literacy with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications, and familiarity with QuickBooks.
• Excellent organizational skills with the ability to prioritize tasks effectively and manage time efficiently.
• Exceptional phone etiquette skills and experience handling multi-line phone systems in a professional manner.
• Bilingual abilities are preferred to serve diverse client needs effectively.
• Demonstrated experience in office management tasks such as filing, data entry, proofreading, and customer support.
• Knowledge of bookkeeping practices including invoicing and basic financial record keeping is desirable.
• Strong interpersonal skills with the ability to provide outstanding customer service and support in a busy office setting. Join us to be part of a vibrant team dedicated to excellence! This paid position offers an engaging work environment where your organizational talents will make a real difference every day.

Pay: $28.00 - $30.00 per hour

Benefits:

• Paid time off
• Tuition reimbursement

Work Location: In person