Executive Administrative Assistant

Job Description

ABOUT JOB

We are seeking a dynamic, highly organized and result-driven 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 AI and 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, AI tools, 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.
• 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.

HOURS: 8:30am to Noon, 1pm-5:00pm-, Monday to Thursday; 9am to 1pm, Friday (34 hours)

Pay: $28.98 – $30.13 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Relocation assistance
• Tuition reimbursement

Education:

• Associate (Required)

Experience:

• administrative: 3 years (Required)

Security clearance:

• Confidential (Required)

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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