Executive Assistant

Position Summary:

We are seeking a highly organized, professional, and proactive Executive Assistant to support the CEO. This role will serve as the central point of contact for executive scheduling, office operations, and front desk coordination. The ideal candidate will balance administrative excellence with strong communication skills to ensure smooth operations across the organization.

Key Responsibilities:

Executive Support

• Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, and travel.

• Prepare agendas, presentations, and collateral for executive meetings.

• Provide meeting support including note-taking, distributing materials, and coordinating catering or hospitality needs.

• Ensure the CEO is briefed and prepared for all engagements.

Front Desk & Reception

• Serve as the first point of contact for visitors, clients, and vendors at the front desk.

• Manage incoming and outgoing communication in various formats (mail, email, phones, in person), ensuring professional and timely responses.

• Direct inquiries to appropriate departments and maintain a welcoming environment for guests.

• Assist with ordering and coordinating for internal and external events, meetings, etc.

Office & Vendor Management

• Oversee daily office operations, including supplies, equipment, and workspace needs.

• Coordinate with vendors and service providers to ensure timely and cost-effective delivery of goods and services.

• Manage office upkeep, repairs, and logistics as needed.

• Manage phone system and building security access.

• Maintain key inventory of vehicles, building, etc.

Financial Administration

• Support weekly accounts payable management, including invoice processing and vendor payments.

• Work closely with accounting and operations teams to ensure accuracy, necessary approvals, and timeliness in processing.

• Maintain organized records of expenses and reconciliations related to office and vendor accounts.

• Maintain records and ensure compliance for vendors and subcontractors.

• Daily deposits and processing of incoming funds to bank and in internal systems.

Qualifications

• Proven experience as an Executive Assistant, Administrative Assistant, or Office Manager.

• Strong organizational and multitasking skills with keen attention to detail.

• Excellent written and verbal communication skills.

• Proficiency with Microsoft Office Suite (Teams, Outlook, Word, Excel) and Sage 300.

• Ability to handle sensitive information with discretion and professionalism.

• Comfortable managing multiple priorities in a fast-paced environment.

Personal Attributes

• Proactive problem solver with strong follow-through.

• Friendly, professional demeanor with strong interpersonal skills.

• Reliable, adaptable, and able to anticipate executive needs.

• Team player who collaborates well with staff at all levels.