Job Description
We are seeking a highly organized and flexible Executive Assistant to support our executive team across multiple business ventures. This role requires someone who thrives in a dynamic environment and can manage a wide range of responsibilities, from scheduling and communications to assisting with special projects and future financial oversight.
The ideal candidate is proactive, detail-oriented, and capable of wearing many hats. While experience with bookkeeping and QuickBooks is a plus, this function would be phased in over time as trust and responsibility grow.
Key Responsibilities:
- Provide comprehensive administrative support to executives across multiple businesses.
- Manage complex calendars, coordinate meetings, and communicate schedule changes effectively.
- Screen and direct phone calls and messages on behalf of executives.
- Assist with special projects, audits, insurance credentialing, and meeting logistics.
- Prepare, proofread, and edit correspondence, presentations, and reports.
- Organize both physical and digital filing systems to ensure easy retrieval and security of documents.
- Assist with travel arrangements for executives and visiting guests, including lodging, transportation, and event planning.
- Prepare expense reports, code and submit invoices, and support budgeting activities as needed.
- Collaborate on project planning and execution, often working across departments or business units.
- Support internal employee meeting logistics, including set-up and materials preparation.
Required Qualifications:
- Minimum of 5 years administrative support experience, ideally supporting senior-level executives in a corporate or fast-paced environment.
- Exceptional organizational and time-management skills.
- Strong verbal and written communication abilities.
- Ability to adapt to changing priorities and manage multiple tasks simultaneously.
- High level of discretion and professionalism when handling sensitive information.
- Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace.
Preferred Qualifications:
- Experience with bookkeeping, QuickBooks, and basic financial reporting.
- Familiarity with insurance credentialing, audits, or other regulatory processes is a plus.
Job Tags
Work at office, Flexible hours,