Executive Assistant

Executive Assistant

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and personal support to senior leadership. This role requires exceptional multitasking abilities, strong communication skills, discretion in handling confidential information, and proficiency with Quick Books. The ideal candidate is a self-starter who can manage business and personal priorities while maintaining professionalism and efficiency.

Executive Support

• Manage complex calendars, appointments, meetings, and travel arrangements.
• Coordinate and prepare meeting agendas, presentations, reports, and correspondence.
• Screen calls, emails, and other communications, prioritizing matters requiring attention.
• Handle confidential information with the highest level of discretion.
• Maintain organized filing systems, records, and company documents.
• Monitor deadlines and follow up on action items to ensure timely completion.
• Assist with special projects and business initiatives as assigned.

Personal Assistant Duties

• Coordinate personal schedules, appointments, and travel arrangements.
• Manage household vendors, service providers, and personal errands as needed.
• Assist with event planning, reservations, and personal administrative tasks.
• Track personal expenses and organize receipts and records.
• Handle personal correspondence and maintain confidentiality at all times.
• Help balance and prioritize business and personal commitments.

Accounting & Quick Books Responsibilities

• Process accounts payable and accounts receivable transactions.
• Enter and maintain financial data in Quick Books.
• Reconcile bank and credit card statements.
• Prepare invoices and monitor collections.
• Generate financial reports and assist with budgeting activities.
• Maintain accurate records and supporting documentation.
• Coordinate with external accountants, bookkeepers, or tax professionals as needed.
Qualifications
• 3+ years of experience as an Executive Assistant, Personal Assistant, Office Manager, or similar role.
• Proficiency in Quick Books required.
• Strong knowledge of Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint.
• Excellent verbal and written communication skills.
• Exceptional organizational and time-management abilities.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Strong attention to detail and problem-solving skills.
• Professional demeanor and ability to interact with executives, clients, and vendors.
• High level of integrity and discretion when handling sensitive information.