Administrative Assistant to Support an IT Provider

We are seeking a skilled and reliable Virtual Executive Assistant to provide administrative and operational support to our executive team. As a full-time employee, you will work remotely and provide flexible hours to accommodate the needs of the executive team. The Virtual Executive Assistant will be responsible for managing calendars, handling correspondence, performing research, assisting with various tasks, and managing invoicing processes to ensure smooth day-to-day operations. The ideal candidate will be proactive, organized, possess excellent communication, and time management skills, and have experience with Microsoft 365 Office Suite and Quickbooks.
Responsibilities:
• Manage and maintain executive calendars, schedule appointments, and coordinate meetings.
• Handle incoming and outgoing communications, including email, phone calls, and other forms of correspondence, and prioritize and respond to them in a timely manner.
• Perform research and compile information on various topics as requested by the executive team.
• Prepare and edit documents, reports, and presentations with accuracy and attention to detail.
• Assist with managing and organizing documents, files, and records, both electronic and physical.
• Coordinate and track various projects and initiatives, ensuring deadlines are met and progress is communicated effectively.
• Provide administrative support to the executive team, including managing invoicing processes, month-end invoicing, and preparation of client invoices.
• Handle financial tasks using QuickBooks Online and QuickBooks Desktop, such as tracking expenses, managing accounts receivable and accounts payable, and generating financial reports.
• Maintain confidentiality and handle sensitive information with professionalism and discretion.
• Collaborate with other team members and stakeholders to ensure smooth operations and timely completion of tasks.
Qualifications:
• Proven experience as an executive assistant, administrative assistant, or similar role.
• Strong organizational skills with the ability to manage multiple tasks and priorities in a fast-paced environment.
• Excellent verbal and written communication skills, with a keen eye for detail and accuracy.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• Experience with QuickBooks Online and QuickBooks Desktop, and ability to handle month-end invoicing and preparation of client invoices.
• Ability to work independently with minimal supervision and take initiative to proactively address issues.
• Flexibility to work different hours based on the needs of the executive team and adjust to changing priorities.
• Ability to maintain confidentiality and handle sensitive information in a professional manner.
• Strong problem-solving skills and ability to think critically and provide solutions.
• Professionalism, adaptability, and a positive attitude.
The Virtual Executive Assistant will work remotely and must have access to reliable internet and appropriate technology to perform job duties.