Executive Assistant (CEO Support)

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant with a minimum of 4 years of experience to support the CEO. This role is critical to ensuring the smooth day-to-day operations of the executive office and the broader business. The ideal candidate thrives in a fast-paced environment, demonstrates strong business acumen, and can manage multiple priorities with professionalism and discretion.

• Provide high-level administrative support to the CEO, including calendar management, scheduling, and prioritization of meetings
• Coordinate internal and external meetings, ensuring all logistics and materials are prepared in advance
• Serve as a gatekeeper and point of contact between the CEO and internal/external stakeholders
• Prepare reports, presentations, and correspondence on behalf of the CEO

• Manage QuickBooks entries, invoicing, and basic accounting support
• Oversee billing processes, ensuring accuracy and timely follow-up
• Coordinate with accounting/finance teams to track expenses and payments
• Maintain organized financial and administrative records

• Handle HubSpot data entry and processing, including contact management and pipeline updates
• Assist with tracking leads, deals, and customer interactions
• Support operational workflows to ensure efficiency across departments

• Coordinate company meetings, staff events, and internal gatherings
• Manage office operations, including supplies, vendors, and general workplace functionality
• Ensure all office systems and processes are running smoothly
• Assist in planning and executing company events and team-building activities

• Support special projects and initiatives as directed by the CEO
• Track key deliverables and deadlines
• Help improve internal processes and identify efficiencies

• Minimum 4 years of experience as an Executive Assistant or in a similar administrative role
• Experience supporting C-level executives preferred
• Proficiency with QuickBooks, HubSpot, and Microsoft Office/Google Workspace
• Strong organizational, multitasking, and time management skills
• Excellent written and verbal communication abilities
• High level of professionalism, discretion, and confidentiality

• Strong attention to detail and problem-solving skills
• Ability to prioritize and adapt in a fast-paced environment
• Self-starter with a proactive mindset
• Strong interpersonal and relationship-building skills
• Tech-savvy with the ability to quickly learn new tools