Position: Executive Assistant
We are seeking an experienced and highly organized individual to provide top-level assistance for high-level executives while also managing business assistance, administrative functions, and management. The ideal candidate will excel in coordinating office activities, overseeing business management, and providing support in various administrative tasks.
Responsibilities:
- Aid executives in preparing for meetings by compiling necessary documents and materials.
- Respond to emails and document requests on behalf of executives in a timely manner.
- Draft slides, meeting notes, and other documents as needed for executives.
- Provide business assistance to executives, including conducting research, preparing reports, and assisting with presentations.
- Assist in analyzing and organizing data to support decision-making processes.
- Collaborate with other team members to ensure seamless coordination and execution of business tasks.
- Coordinate and organize office activities to ensure smooth operations.
- Oversee the stock of office supplies and place orders as necessary.
- Greet visitors at the office and provide a welcoming environment.
- Coordinate inbound and outbound office mail efficiently.
- Support HR in scheduling meetings, interviews, and transportation arrangements.
- Manage calendars for executives and assist in scheduling appointments and events.
- Manage social media marketing and management activities, including content creation, scheduling, and engagement strategies.
- Perform basic bookkeeping tasks, such as tracking and recording expenses, processing invoices, and assisting with budget management.
- Prepare and manage financial documents, including receipts, invoices, and statements, ensuring accuracy and proper filing.
- Assist in coordinating with the accounting department for payroll processing and financial reporting.
- Maintain records of financial transactions and reconcile accounts as necessary.
Qualifications:
- Proven experience in administrative and clerical work, preferably in a similar capacity, with a focus on business assistance and management.
- Strong communication skills, both written and verbal, with the ability to interact professionally with internal and external stakeholders.
- Exceptional ability to multitask and prioritize tasks effectively in a fast-paced environment.
- Friendly and upbeat demeanor with excellent interpersonal skills, fostering positive relationships with colleagues and clients.
- Bachelor’s degree or equivalent experience preferred, with coursework in business administration or a related field a plus.
- Proficiency in the Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and Microsoft Teams.
- Experience in managing multiple priorities, administrative coordination, and logistics, demonstrating strong organizational skills and attention to detail.
- Well-organized, detail-oriented, with excellent follow-up skills and the ability to meet deadlines consistently.
- Strong analytical skills, with the capability to analyze data and generate insights to support business decision-making processes.
- Proven ability to maintain confidentiality and discretion in handling sensitive information and communications.
- Experience in basic bookkeeping and familiarity with accounting software is a plus.
If you are a proactive and detail-oriented individual with a passion for providing top-level support, managing administrative functions, and leveraging social media for business growth, we encourage you to apply for this exciting opportunity. Join our team and contribute to our success in delivering exceptional administrative support to our executives and ensuring the smooth operation of our office.
Job Types: Full-time, Permanent
Additional pay:
Benefits:
- Company events
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Flexible language requirement:
Schedule:
Education:
- Secondary School (preferred)
Experience:
- Executive assistant: 5 years (preferred)
- Bookkeeping: 5 years (preferred)
Work Location: In person
