Administrative Assistant

Job Description

ABOUT JOB

We are seeking a highly organized, proactive, and dependable Executive & Administrative Assistant to directly support executive leadership in both professional and administrative responsibilities. This role will serve as a key point of coordination for scheduling, organization, communication management, office administration, and executive support within a fast-paced small business environment.

The ideal candidate is detail-oriented, adaptable, resourceful, and able to maintain structure while handling multiple priorities with professionalism and discretion.

Executive Support

• Manage and maintain executive calendars, scheduling, appointments, and daily priorities
• Coordinate meetings, conference calls, travel arrangements, reservations, and event logistics
• Track follow-ups, reminders, deadlines, and outstanding action items to ensure accountability and organization
• Assist in organizing and prioritizing executive workload and daily operations
• Assist with personal scheduling and coordination needs for executive leadership as required
• Handle confidential and sensitive information with discretion and professionalism

Personal Support

• Assist with any recurring errands and tasks including but not limited to:
• Assist with recurring personal errands, coordination tasks, and day-to-day executive support needs
• Coordinate medical appointments, follow-ups, insurance-related communications, and medical bill tracking/payment coordination
• Assist with organization and collection of tax-related documents and forms, including gathering and preparing information for the tax accountant
• Coordinate personal appointments, reminders, and time-sensitive tasks
• Help organize important documents, confirmations, receipts, and records as needed
• Handle confidential and sensitive information with professionalism, discretion, and attention to detail
• Anticipate recurring needs proactively and help maintain organization across both personal and professional responsibilities

Email & Communication Coordination

• Assist with drafting professional correspondence and scheduling communications when needed
• Maintain communication flow between leadership, staff, consultants, clients, and external partners
• Serve as a reliable point of coordination for executive communications and scheduling

Office Administration

• Support office administrative and operational needs, including supplies, organization, and vendor coordination
• Coordinate deliveries, service appointments, and office maintenance requests
• Help maintain professionalism and organization within the office environment
• Assist with general day-to-day administrative tasks that support office efficiency
• Help maintain organization across calendars, meetings, recurring tasks, and office coordination efforts

Event & Meeting Coordination

• Coordinate company events, networking functions, team gatherings, and executive engagements
• Assist with planning logistics, scheduling, confirmations, and communications for meetings and events
• Prepare meeting agendas, reminders, and follow-up coordination as needed
• Support internal coordination to ensure meetings and events run efficiently

Qualifications

• Bachelor’s Degree preferred, but candidates with additional years of experience will be considered in lieu of degree.
• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• High level of professionalism, discretion, and reliability and polished
• Strong attention to detail and follow-through
• Ability to prioritize and manage multiple responsibilities simultaneously
• Strong problem-solving and critical-thinking skills
• Ability to work independently while remaining highly responsive and collaborative
• Comfortable working in a fast-paced and evolving small business environment

Preferred Experience

• Prior experience as an Executive Assistant, Administrative Assistant, Office Coordinator, or Personal Assistant preferred
• Experience supporting executive leadership and managing calendars and scheduling
• Familiarity with Microsoft Office Suite, Outlook, Excel, Monday.com, or similar platforms preferred
• Experience in professional services environment is a plus
• Prior Business Development Experience strongly preferred.

Ideal Candidate Traits

• Highly organized and dependable
• Proactive and solution-oriented
• Calm under pressure and adaptable to changing priorities
• Strong sense of urgency and accountability
• Able to anticipate needs before issues arise
• Professional, polished, and approachable
• Team Player

Position Impact

This role is critical to helping leadership maintain organization, improve efficiency, and better manage competing priorities. The Executive & Administrative Assistant will play a key role in reducing administrative overload, improving coordination, supporting day-to-day office operations, and helping create a more structured and efficient workflow across the company.

Work week – 40 hours
Hours: 8am-5pm (Monday-Friday with flex on Friday to WFH)

Pay: $65,000.00 – $70,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Are you interested in this position?

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

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