Executive Office Coordinator
1 day ago
About Penbrothers
We connect talented individuals with global opportunities in high-growth startups and dynamic companies, from the comfort of their own homes.
About the Client
Our client is a renowned CPA firm based in San Francisco, California, specializing in accounting, finance, HR, and tax consulting services for seed and venture capital-funded startups.
About the Role
The Executive and Admin Assistant provides strategic support to Executives and teams, ensuring seamless day-to-day operations and effective communication across various channels.
This role requires exceptional organization and time management skills, with a focus on delivering results in a fast-paced environment.
Key Responsibilities:
- Calendar management and event coordination, ensuring timely follow-ups and prioritization of appointments.
- Scheduling and coordinating bi-annual check-ins with clients and employees to maintain relationships and gather feedback.
- Travel and conference planning, including arranging flights, accommodations, and local transportation.
Travel & Conference Planning (25%):
- Book and manage travel arrangements for Executives, ensuring compliance with company policies.
- Register and schedule for relevant industry conferences and events, coordinating logistics and preparing itineraries.
- Process travel expenses and maintain detailed records of expenditures.
Communications & Correspondence (25%):
- Draft, edit, and review internal and external communications on behalf of Executives, ensuring accuracy and professionalism.
- Prepare agendas, attend meetings, take notes, and track follow-up actions.
- Manage the inbox, prioritize emails, and pre-draft communication for Executives.
Client & Employee Engagement Coordination (10%):
- Send timely birthday and work anniversary acknowledgments to employees and clients, creating personalized messages or selecting gifts.
- Organize and distribute holiday cards to clients and employees, ensuring personalization and timely delivery.
- Select and send appropriate gifts for clients and employees based on guidelines or personal preferences.
Required Skills & Qualifications:
- 5+ years of experience as an Executive Assistant, remotely supporting Executives of a small firm (100-400 people).
- Experience in a fully-remote people-centric company culture by design.
- Advanced proficiency in Google Workspace and scheduling/workflow software.
- Exceptional organizational skills with the ability to manage and prioritize multiple tasks effectively.
- Strong written and verbal communication skills, with an ability to draft professional correspondence and reports.
Benefits & Opportunities:
- An environment that fosters growth and development.
- The chance to work with a strong sense of urgency in a fast-paced setting with a wide variety of tasks.
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