What are the responsibilities and job description for the Executive Assistant position at Bud's Diesel?
Overview
We are seeking a highly organized and proactive Executive Assistant to support upper management and ensure day-to-day operations run efficiently. This role requires excellent communication skills, strong attention to detail, and the ability to handle confidential information with professionalism. The Executive Assistant will work closely with leadership, manage crucial business tasks.
Key Responsibilities
- Manage calendars and prioritize meetings
- Screen phone calls and emails; act as a liaison between leadership and staff
- Prepare reports, draft email correspondence, and organize documents
- HR-related tasks such as onboarding, employee file management, and confidential paperwork
- Handle payroll-related support including timecard verification and communication with staff
- Conduct follow-ups with staff on tasks assigned by management
- Monitor budgeting, assist with vendor negotiations, and review bills
- Bookkeeping tasks using QuickBooks Online
- Maintain databases, office systems, and digital records
- Assist with customer follow-ups, weekly review calls, and sending review links
- Occasionally assist with job recruiting (posting jobs, screening applicants, scheduling interviews)
- Maintain confidentiality at all times in HR, payroll, and financial matters
Skills & Qualifications
- Proven experience in administrative or executive support roles
- Strong organizational, multitasking, and time-management skills
- Excellent written and verbal communication
- High proficiency in Microsoft Officeand QuickBooks Online
- Ability to learn and use AI tools (such as ChatGPT) to support tasks
- Professional phone and email etiquette
- Ability to handle sensitive and confidential information
- Strong analytical skills and attention to detail
- Prior experience supporting upper management preferred
Why Join Us?
This position is ideal for someone who enjoys being the right hand to leadership, thrives in a fast-paced environment, and wants to contribute to the growth and efficiency of the business. Your work directly impacts the success of our operations.
Job Type: Full-time
Pay: $20.00 - $25.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Application Question(s):
- "How would you rate your overall ability to perform office and administrative tasks (1–10)?"
Experience:
- QuickBooks: 2 years (Required)
- Payroll: 1 year (Required)
- Accounts payable: 1 year (Preferred)
Shift availability:
- Day Shift (Required)
Ability to Commute:
- Midway City, CA 92655 (Required)
Work Location: In person
Salary : $20 - $25