Administrative Assistant

This organization is growing We are seeking a highly organized and proactive Executive Assistant/Administrative Assistant to provide comprehensive administrative support to our executive team. The ideal candidate will possess exceptional office management skills, be adept at handling multiple priorities, and demonstrate professionalism in all interactions.

This role offers an opportunity to work in a dynamic environment where attention to detail and excellent communication are essential. The Executive Assistant will play a vital role in ensuring smooth daily operations, coordinating projects, and managing schedules efficiently.

Duties

• Manage and maintain executive calendars using Microsoft Outlook Calendar and Google Workspace, scheduling meetings, appointments, and events with precision. Working directly with the President and owner.

• Prepare, proofread, and transcribe documents, reports, and correspondence with high accuracy.
• Coordinate complex travel arrangements, including booking flights, accommodations, and transportation.
• Handle incoming calls using multi-line phone systems with professional phone etiquette; direct inquiries appropriately.
• Organize and maintain filing systems, both digital and physical, ensuring easy retrieval of information.
• Assist with event planning for corporate meetings, conferences, and special events.
• Perform data entry and bookkeeping tasks utilizing Quick Books and other accounting software.
• Support project coordination efforts by tracking deadlines, preparing agendas, and following up on action items.
• Manage office supplies inventory and oversee general office management duties to ensure operational efficiency.
• Provide personal assistant support as needed, including managing confidential information discreetly.

Skills

• Proven experience in executive administrative support or office management roles with strong organizational skills.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Microsoft Outlook, Google Workspace (Docs, Sheets), and Docu Sign.
• Excellent typing speed with high accuracy; strong proofreading skills.
• Experience with event planning and project coordination.
• Knowledge of bookkeeping software such as Quick Books; basic accounting principles preferred.
• Strong communication skills with professional phone etiquette; ability to interact effectively with clients and staff at all levels.
• Exceptional organizational skills with the ability to prioritize tasks efficiently in a fast-paced environment.
• Office experience including filing systems, front desk duties, data entry, and clerical tasks.
• Familiarity with multi-line phone systems and calendar management tools for scheduling complex appointments.
• Ability to handle transcription tasks accurately and efficiently; experience in customer service is a plus. This role is ideal for a motivated individual who thrives in a busy office setting and is committed to supporting executive leadership through exceptional administrative assistance.