Job Title: Executive Assistant
Job Summary:
The Executive Assistant provides support to the COO, helping with office tasks and managing processes to ensure smooth operations. This full-time, in-office role requires unwavering punctuality, with hours from 9 AM to 5 PM. The position demands exceptional organizational skills, a proactive mindset, and a high degree of technical proficiency.
Key Responsibilities:
Uses Microsoft Word to document company policies, processes, workflows, and systems, ensuring clarity and consistency.
Assist with scheduling, managing emails and follow ups
Utilizes Microsoft Excel to create lists, reports, track data, and monitor project and tasks progress with accuracy and efficiency.
Manages financial tasks through QuickBooks, Excel and other tools
Expense tracking, budget tracking, reconciliations and generating reports.
Assists with onboarding and training new employees, ensuring familiarity with company resources, processes and procedures.
Onboards new projects and clients
High level administrative client and project management
Assists with streamlining company operations, working on process improvements and accurate workflow documentation.
Serves as the main point of contact between the COO, internal teams, freelancers, vendors, and clients, ensuring clear communication and task execution.
Handles confidential information with discretion and professionalism.
Contributes to the efficiency of daily office operations and projects.
Qualifications:
Positive and happy disposition
Expert-level proficiency in Microsoft Word and Excel
Proficiency in QuickBooks and understanding of finance management and reporting.
Exceptional attention to detail, organization, and the ability to manage multiple tasks effectively.
Excellent written and verbal communication skills, with a focus on clarity and professionalism.
Ability to prioritize effectively and meet deadlines.
Discretion and professionalism in managing sensitive information.
A proactive, problem-solving mindset with a high level of initiative.
Previous experience supporting executive-level staff or management preferred.