Description
The Executive Assistant will be responsible for the administrative and organizational management of the office. The ideal candidate will be experienced in handling a wide range of administrative and executive support-related tasks, exceedingly well organized and flexible, and enjoy the administrative challenges of supporting a small office. This individual must be able to function effectively in various roles within a dynamic environment under minimum supervision.
Key Responsibilities
Assist the CEO with his daily schedule and duties, including managing his calendar, commitments, and travel arrangements (planning itineraries, developing agendas and meeting materials, reporting expenses, etc.).
Provide general administrative support to the team to include:
Receiving and interacting with visitors;
Answering and managing incoming calls;
Maintaining paper and online records and defining procedures for their retention, protection, retrieval, transfer, and disposal.
Arranging meetings and conference calls (including coordinating all meeting logistics, developing agendas and meeting materials, etc.).
Drafting correspondence and presentations; and
Providing other daily support to staff as needed.
Skills and Experience
4+ years of solid administrative experience in an office setting;
Excellent verbal and written communication, and presentation skills (in English);
Excellent organizational skills and attention to detail;
Demonstrated ability to manage complex tasks and prioritize competing demands to meet deadlines.
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
QuickBooks Skills:
Proficiency in navigating the QuickBooks Online interface
Ability to create and manage invoices, receipts, and expenses.
Understand how to set up and manage vendor and customer accounts.
Personal Characteristics
The successful candidate will be:
A strategic thinker adept at multitasking in a fast-paced environment, able to plan, prioritize, and organize.
Outgoing, straightforward, and creative;
Able to work independently and take initiative;
Results oriented;
An adaptable, flexible problem-solver;
Team-focused, enjoy working as part of an active group of highly engaged individuals, sharing information readily with co-workers, and listening to and respecting others; able and willing to assist co-workers in the development of their professional skills to ensure the team’s success; and
A person who presents a high degree of maturity, honesty, trust, sophistication, and integrity and cultivates these qualities in others.