Administrative Professional with Executive Support Experience
1 day ago
Job Opportunity
We are seeking a highly skilled and proactive Executive Assistant to support our team in managing daily operations, administrative responsibilities, and marketing.
The ideal candidate will be a self-starter with excellent problem-solving skills, able to make independent decisions, and possess a keen attention to detail.
Experience in executive assistance, communications, or marketing is essential.
Responsibilities- Operational Support:
• Manage and triage incoming emails, categorizing, routing, and escalating issues as necessary
• Optimize calendar management, including scheduling meetings, resolving conflicts, and sending invitations
• Maintain and update databases (lists, etc.)
• Oversee computer and equipment maintenance, management, and procurement
• Manage the office environment including ordering supplies and coordinating maintenance
• Arrange travel, accommodations, itineraries, and related correspondence
• Create and execute detailed expense reports for business trips - Client & Business Development Support:
• Triage and respond to inbound inquiries from potential clients
• Maintain the customer relationship management (CRM) system and ensure accurate daily updates
• Assist in organizing and participating in business development activities
• Send welcome packages to new clients - Communications & Marketing Support:
• Support in updating website and social content created by the team
• Manage and assist online entries for awards
• Reach out to journalists and send press releases
• Research contacts for journalists, events, and other outlets in the best interests of the company
• Support founders in press or event initiatives as required
• Assist the Founder in managing the content calendar for social media
• Help coordinate and execute in-house projects such as holiday gifts and events
• Research speaking engagements for the founders
• Research opportunities for new business, including contact information for potential partners - HR & Finance Support:
• Maintain the payroll system, including onboarding/offboarding employees, updating salaries, and managing group insurance plans
• Draft contracts for employees and freelancers
• Manage sick leave protocols and communications
• Support recruitment processes, including triaging candidate applications
• Coordinate employee onboarding and offboarding (account setup, welcome packages, etc.)
• Process and manage accounts payable and receivable
• Perform weekly bookkeeping reconciliations
- 4+ years of experience in executive assistance, communications, or marketing
• Must be able to work on Eastern Standard Time (EST)
• Proven ability to communicate effectively and build relationships
• Strong organizational and time-management skills
• Highly motivated, resourceful, and a go-getter mentality
• Proficient in Google Workspace (Google Sheets, Google Docs, Gmail), Excel, and Microsoft Word
• Experience with CRM software and sales tools is a plus
• Comfortable working flexible hours when needed
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