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.