Executive Secretary and Administrative Assistant

Job Summary
We are seeking a dynamic and highly organized Executive Secretary and Administrative Assistant to support our leadership team and ensure the smooth operation of daily office functions. This role offers an exciting opportunity to coordinate complex schedules, manage administrative tasks with precision, and contribute to the overall efficiency of our organization. The ideal candidate will demonstrate exceptional organizational skills, proficiency in office management tools, and a proactive approach to problem-solving. This paid position is perfect for someone eager to thrive in a fast-paced environment while providing outstanding executive support.

Responsibilities

• Manage and maintain executive calendars, scheduling meetings, appointments, and events with attention to detail using Microsoft Outlook Calendar and Google Workspace.
• Prepare, proofread, and transcribe documents, reports, correspondence, and meeting minutes with accuracy and professionalism.
• Coordinate logistics for meetings, conferences, and special events, including venue arrangements, catering, and technical support.
• Handle multi-line phone systems with excellent phone etiquette; direct calls efficiently and professionally.
• Perform data entry, filing, and document management using Microsoft Office Suite and DocuSign for electronic signatures.
• Provide comprehensive administrative support including bookkeeping tasks via QuickBooks, invoicing, expense tracking, and basic bookkeeping duties.
• Assist with project coordination by tracking deadlines, preparing presentations, and ensuring timely completion of deliverables.
• Manage office supplies inventory, oversee front desk operations, and maintain a welcoming environment for visitors.
• Support personal assistant duties such as travel arrangements, personal scheduling, and confidential correspondence as needed.

Experience

• Proven experience as an executive secretary or administrative assistant in a professional office setting.
• Demonstrated proficiency in office management software including Microsoft Office (Word, Excel), Google Workspace (Docs, Sheets), QuickBooks, and Microsoft Outlook Calendar.
• Strong typing skills with high accuracy; experience in transcription and proofreading is essential.
• Familiarity with bookkeeping practices such as invoicing, data entry, filing systems, and basic accounting principles.
• Excellent organizational skills with the ability to multitask effectively in a fast-paced environment.
• Prior experience supporting executives or senior management with calendar management and personal assistance is highly desirable.
• Exceptional customer service skills combined with professional phone etiquette across multi-line phone systems. Join us to be a vital part of an energetic team dedicated to excellence! We value proactive individuals who are eager to contribute their skills in event planning, project coordination, office management, and administrative support—helping us achieve our goals efficiently while fostering a positive workplace culture. This role offers the chance to grow your career while making a meaningful impact every day!

Job Types: Full-time, Part-time

Pay: $25.00 - $28.39 per hour

Expected hours: 60.0 per week

Benefits:

• Flexible schedule
• Professional development assistance

Work Location: In person

Salary : $25 - $28