Overview

We are seeking an experienced and highly organized Executive Administrative Assistant to join our team. As the Executive Administrative Assistant, you will play a pivotal role in providing comprehensive administrative support to our executive team, ensuring the efficient and confidential operation of our organization. Applicants should demonstrate a strong and consistent drive to excel, embracing challenges with determination and actively seeking opportunities for professional growth.

Key Qualities:

• High Integrity: Uphold the highest standards of integrity, maintaining confidentiality and handling sensitive information with the utmost discretion.
• Emotional Intelligence (EQ): Demonstrate a high level of emotional intelligence in interactions and decision-making, fostering positive relationships within the organization.
• Proactive Approach: Anticipate needs and take initiative to address tasks and challenges, contributing to the proactive and efficient functioning of the executive team.

Duties

This role involves business and personal responsibilities in supporting the CEO.

Business Responsibilities:

• Payroll: Execute weekly payroll processes to ensure timely and accurate compensation for employees.
• Bookkeeping: Conduct weekly reconciliation of accounts to maintain financial accuracy.
• Expense Management: Monitor and track expenses related to menu items, ensuring adherence to budget.
• Kitchen Operations: Coordinate booking of shared kitchen spaces and assist in the setup of ghost kitchens.
• Email Management: Efficiently manage executive's email inbox, prioritizing and responding to important communications.
• Documentation and Contract Management: Organize and manage important documents and contracts.
• Recruitment Support: Assist in recruiting efforts, from candidate sourcing to initial screening.
• Meeting Coordination: Schedule meetings with leads and prospective clients, ensuring optimal time management.
• Briefing Preparation: Prepare briefings for executive use in various professional contexts.

Personal Responsibilities:

• Errands and Logistics: Take care of personal errands such as paying tolls, arranging housekeeping, and managing appointments.
• Travel Planning: Organize personal trips and handle logistics, such as planning a Costa Rica trip in April.
• Vehicle Maintenance: Coordinate carrelated tasks, including fixing the car center price and handling routine maintenance.
• Dog Care: Manage appointments and walk dogs as needed. Must be comfortable with dogs.
• Personal Appointments: Handle scheduling and coordination of personal appointments, including vet visits and workouts.
• Subscription Management: Handle subscriptions and budget tracking for personal expenses.
• Qualifications:
• Previous experience in executive assistance and HR tasks.
• Excellent organizational and multitasking skills.
• Strong communication and interpersonal abilities.
• Proficiency in relevant software applications.
• Ability to maintain confidentiality and handle sensitive information.

Skills

To excel in this role, you must possess the following skills:

• Proven experience as an Executive Administrative Assistant, HR Coordinator or similar role
• Exceptional level of integrity with the ability to handle confidential information with discretion
• Proactive mindset with the ability to anticipate needs and take initiative.
• Strong administrative skills with attention to detail
• Expertise in Google Office Suite (Google Calendar, Docs, Sheets, Slides)
• Expertise managing Google calendars and scheduling appointments
• Excellent customer service skills with a professional demeanor
• Ability to multitask and prioritize tasks effectively
• Strong organizational and time management skills
• Strong emotional intelligence and interpersonal skills.

If you are a motivated individual with exceptional organizational skills and a passion for providing administrative support, we encourage you to apply for the position of Executive Administrative Assistant.

Job Type: Part-time

Pay: $360.00 - $500.00 per year

Expected hours: 20 – 30 per week

Benefits:

• Flexible schedule
• Professional development assistance
• Tuition reimbursement

Schedule:

• Choose your own hours
• Day shift
• Monday to Friday
• Weekends as needed

Work Location: In person