We are seeking a highly organized and proactive full-time Executive Assistant to provide administrative management and oversight of multiple properties in Arizona and California. This includes two ranches with a handful of employees and a handful of independent contractors. The Arizona Ranch is an equine rescue ranch. While some job site visits would be necessary, the majority of responsibilities can be managed remotely.
Responsibilities include (but are not limited to):
Handle personal and business purchasing requests, including order placement, tracking, and confirmation of delivery.
Weekly scheduling of workers and contractors. Daily communication with employees and contractors concerning miscellaneous work-related matters.
Assistance in employee hiring and preparation of onboarding paperwork with our legal counsel.
Prepare miscellaneous reports and documentation for internal record-keeping.
Biweekly gathering of payroll data for accurate input by bookkeeper.
Perform miscellaneous administrative tasks, including Owner password management, upkeep of the Company’s Google Drive, and oversight of Company email accounts.
Work closely with the bookkeeper to maintain accurate financial records in QuickBooks for multiple LLCs.
Booking travel and creating travel itinerary for owners.
Personal assistance scheduling appointments, ordering, making reservations, travel arrangements, etc
Communication and oversight of general subcontractors who work regularly at other properties.
This role includes daily, weekly, monthly, and annual responsibilities carried out in close contact with the Owners.
Annual responsibilities include (but are not limited to):
Oversee and manage insurance policies, including tracking renewal dates and ensuring timely renewals.
Personal and LLC tax oversight. This includes preparing and providing the CPA with the necessary and requested tax documentation.
Renewal of all vehicle registrations.
Property tax payment oversight. Provide the bookkeeper with a summary of property tax payments to be made, ensuring payment is processed before the deadline.
Must be reliable, proficient with computers and technology, and demonstrate a professional demeanor, strong communication skills, and the flexibility to adapt to a variety of roles, with a proven track record in these skill sets.
To apply, please send an email to [email protected]. Your email must include your updated resume, your contact phone number, professional and personal references, and your soonest interview availability.