Executive Assistant

Purpose:

The Executive Assistant will provide administrative and organizational support to the executive team to enable them to focus on strategic objectives, lead effectively, and achieve their targets. The position requires a high level of confidentiality, initiative, and attention to detail.

Responsibilities:

– Perform general meeting management, including agenda preparation, minute-taking, and action items follow-up
– Email and calendar organization and management (both personal and professional)
– Create an email folder/filter system
– Establish a block schedule using Google Calendar
– Schedule meetings on behalf of the executive
– Communicate on executive’s behalf through email and phone calls when appropriate
– Monitor email for invoices/accounting needs and forward to the appropriate party
– Follow-up on all accounting tasks to ensure completion
– Send personalized cards to important contacts
– Coordinate travel arrangements and reservations for executive management and employees as needed
– Use various programs, such as Google Workspace and CRMs, to create reports, forms, and other paperwork as necessary
– Organize and responsibly handle confidential information for the executive at all times
– Create new systems or revise established procedures as needed
– Participate in interviewing job applicants and conducting orientation of new employees as needed
– Prepares and retains minutes of all meetings.
– Manage the company’s and the executive’s social media accounts for engagement
– Works with team members to complete the tasks assigned by the executive
– Other ad hoc duties as assigned by the management.

Requirements and Skills:

– 3+ years of related experience or relevant coursework
– 3+ years of experience using GSuite (Google Calendar, Google Docs, Google Sheets, etc.)
– Strong communication skills, both written and verbal
– Strong attention to detail and organizational skills
– Experience using HubSpot or similar CRM (preferred)
– Experience using Slack and ClickUp (preferred)
– Willing to work US day-shift (approx. 8:00 a.m. to 5:00 p.m. EST)
– English language fluency
– Spanish language fluency (highly preferred)