Executive Assistant
hace 7 días
Position: Executive Assistant
Salary Range: USD 1500 to 2500 (depending on experience)
Working Schedule: Monday - Friday | 9:00 AM to 5:00 PM US Mountain Time
Role Purpose
The Executive Assistant provides comprehensive administrative and financial support to leadership, ensuring the smooth, organized, and financially accurate daily operation of the company. This role manages critical executive functions, maintains organizational systems, and handles core financial administration, allowing leadership to focus on strategy and growth.
Key Responsibilities
Executive Administrative Support
- Calendar & Communication: Proactively manage complex calendars, schedules, and appointments for leadership.
- Inbox Management: Monitor and triage executive email inboxes, flagging priority items, and drafting professional responses and correspondence where appropriate.
- Document Management: Draft, edit, organize, and maintain critical documents, contracts, and proposals.
- Systems & Filing: Maintain and organize secure digital filing systems (e.g., Google Drive, shared documents) and executive-level Standard Operating Procedures (SOPs).
- Logistics: Schedule and coordinate essential client meetings, vendor calls, and internal logistical needs.
Bookkeeping Administration
- Core Bookkeeping: Execute basic bookkeeping tasks, including accounts payable/receivable tracking, invoice preparation, and detailed expense reporting.
- Coordination: Act as the primary liaison with external bookkeepers, accountants, and vendors to ensure all financial records and documentation are up to date and reconciled.
- Financial Reporting Support: Maintain core financial spreadsheets, track and update key metrics, and reconcile data to support accurate financial reporting.
- Procurement: Manage vendor communication, documentation, and coordination related to billing and payments.
Required Skills & Competencies
- Bookkeeping Literacy: Comfortable and proficient with basic bookkeeping principles, expense reconciliation, reporting, and spreadsheet maintenance.
- Organization Obsessed: Possesses a deep love for systems, checklists, and maintaining order in a high-volume environment.
- Tech-Savvy: Proficient in Google Workspace (Docs, Sheets, Drive), and able to quickly adapt new financial or administrative platforms.
- Detail-Oriented: Exceptionally detail-focused, with a proven ability to catch small errors and ensure data accuracy before they create broader issues.
- Strong Communicator: Clear, professional, and concise in both written and verbal correspondence.
- Dependable Executor: Highly reliable, maintaining exceptional follow-through and meeting deadlines without constant supervision.
Qualifications
- 3-5 years of experience in an Executive Assistant, high-level administrative, or finance/bookkeeping support role.
- Demonstrated ability to build, maintain, and manage sophisticated organizational systems.
- Experience in a small or fast-growing business environment is preferred.
Success in This Role Looks Like
- Leadership is freed from all administrative and financial tracking burdens.
- Financial and operational data is consistently accurate, up-to-date, and easy to access.
- The executive function operates on clear, maintained systems rather than memory or ad hoc efforts.
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