Executive Assistant

Job Description

We are looking for a highly skilled and motivated individual to join our team as an Executive Assistant. This role is pivotal in providing comprehensive support to executive management. The ideal candidate will excel in both administrative duties and bookkeeping, with proficiency in Microsoft Office and QuickBooks.

Responsibilities

• Manage executive calendars, schedule appointments, and coordinate meetings. Handle correspondence, prepare reports, and maintain accurate records. Serve as the primary point of contact for internal and external communications on behalf of executives. Coordinate travel arrangements, including flights, accommodations, and itineraries.
• Coordinate executive communications, including taking calls, responding to email, and interfacing with external and internal guests.
• Prepare internal and external corporate documents for team members and industry partners.
• Maintain an organized filing system of paper and electronic documents.
• Record meeting minutes.
• Conserve executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Produce correspondence, PowerPoint presentations, senior level meeting agendas, internal and external email communication.
• Coordinate travel and assist senior managers with business travel arrangements including planning and scheduling, booking tickets, hotels reservations and local transportation arrangements.
• Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Compile expense reports and maintain expense tracker spreadsheet as requested.

• Assist Accounting Manager as needed to prepare financial reports for the CEO. This includes profit and loss statements, balance sheets, and cash flow statements.

• Uphold a strict level of confidentiality.
• Maintain professional demeanor and behavior at all times in all forms of communication.
• Review knowledge related to industry best practices and standards and share with the team

Perform other duties as assigned by manager.

Skills & Qualifications

• Proficiency in Microsoft Office & QuickBooks
• Strong understanding of accounting principles and best practices
• Excellent problem-solving and research skills
• Exceptional written and verbal communication skills
• Commitment to accuracy and attention to detail
• Proven ability to manage multiple tasks with a keen attention to detail.