Executive Assistant and AP/AR

Position Overview:
We are seeking a highly organized, proactive, and adaptable Executive Assistant to provide exceptional administrative and strategic support to our executive team. The ideal candidate should be capable of handling a diverse range of tasks with efficiency and confidentiality, ensuring the smooth functioning of our organization’s operations. The Executive Assistant will be a key partner to our executives, facilitating their productivity and enabling them to focus on critical business matters.

Responsibilities:

Calendar and Schedule Management: Maintain executives’ calendars, schedule appointments, meetings, and travel arrangements. Proactively manage conflicting commitments and prioritize time-sensitive tasks.

Communication and Correspondence: Handle all incoming and outgoing email communication on behalf of the executives.. Draft and prepare memos, reports, and presentations as needed.

Meeting Coordination: Organize and coordinate meetings, conferences, and events. Prepare agendas, gather relevant materials, and take meeting minutes when required.

Travel Arrangements: Plan and arrange travel logistics for executives, including booking flights, hotels, ground transportation, and any other necessary arrangements.

Information Management: Maintain and update confidential files, records, and databases. Ensure that information is accurately documented and easily accessible.

Project Support: Assist executives in various projects and initiatives. Conduct research, compile data, and provide relevant reports and analysis.

Team Collaboration: Liaise with internal departments and external stakeholders on behalf of executives, fostering positive relationships and promoting effective communication.

Working closely with accounting to support them in AR/AP, billing and invoicing, generating financial reports, and other basic bookkeeping tasks.

Requirements:

Proven experience as an Executive Assistant or similar administrative role, preferably supporting C-level executives.
Exceptional organizational and time management skills, with the ability to multitask and prioritize effectively.
Strong verbal and written English communication skills, including impeccable grammar and attention to detail.
Proficiency in office software (e.g., Microsoft Office Suite) and familiarity with collaboration tools.
Discretion and integrity in handling sensitive and confidential information.
Resourcefulness and problem-solving ability, with a proactive and can-do attitude.
Excellent interpersonal skills and the ability to work collaboratively with diverse teams.
Flexibility to adapt to changing priorities and work in a fast-paced environment.
A professional demeanor and the ability to represent the executives and the organization with poise.

Preferred Qualifications:

Bachelor’s degree in business administration, communications, or a related field.
Prior experience in the Marketing industry
Knowledge of project management tools and techniques.

Application Instructions:
To apply, please include a link to your resume. We look forward to reviewing your application and considering you for the Executive Assistant position.