Executive Assistant

Position Overview: We are looking for a proactive and detail-oriented Executive Assistant to support our business owner. The ideal candidate will have exceptional administrative skills, advanced MS Office proficiency, an aptitude for AI tools, and the ability to manage multiple tasks in a fast-paced environment.Key Responsibilities:Expense Management: Track monthly expenses using Expensify, collaborate with the CPA for compliance, and prepare detailed reports to identify cost-saving opportunities.Scheduling: Manage a complex calendar, including seminar and speaking engagement scheduling, and resolve conflicts, accommodating personal and family travel arrangements. Assist with correspondence, personal schedule keeping, and appointment setting/management.Travel Coordination: Organize domestic and international travel itineraries, maximizing cost efficiency and convenience.Meeting Support: Attend meetings, take comprehensive notes, and distribute minutes.Digital Cataloguing and Filing: Maintain organized filing systems for easy access to important documents, both digitally and physically.Basic Bookkeeping: Maintain financial records and assist with project budgets.Administrative Support: Act as office manager, handling email, event planning, and PR communications. Ensure all email, mail, text, and any other communications are processed, responded to, and properly categorized.Communication Liaison: Support the CEO with verbal and written responses according to direction, fostering clear communication with stakeholders.Social Media Support: Assist with social media updates and manage media and production requests.Organizational Management: Maintain organizational charts and support business partnerships.Time Management: Ensure effective use of the owner's calendar and facilitate communication across stakeholders.Project Coordination: Oversee special projects, prepare reports, and assist in strategic planning. Work to ensure personal self-determination goals are being actualized and brought forward to maintain steady progress.Support with Urgent Matters: Assist with urgent business matters as they arise, ensuring timely responses and resolutions.Confidentiality: Maintain confidentiality regarding sensitive information and assist with personal tasks as needed.Event Support: Assist with the presenting of pitch decks, presentations, and serve as a contact for the organization at local speaking events. Assist with setting up equipment for local speaking events or in-person training that I am hired for. Accompany me to volunteer opportunities, educational opportunities, and/or speaking events as scheduled and ability allows.Tech Support: Assist with occasional tech support and provide interpretation services as needed.Other Duties as AssignedQualifications:Proven experience as an executive assistant or similar role.Proficient in MS Office, Canva, and Adobe; experience with Expensify is a plus.Bilingual in Spanish preferred.Strong organizational and communication skills with attention to detail.Basic bookkeeping experience preferred.AI-savvy with the ability to leverage AI tools for efficiency.Education:Bachelor's degree or equivalent experience required; relevant certifications are a plus.Paralegal or notary experience is a plus.Benefits:Competitive salary and additional benefits (health insurance, retirement plans, etc.).Supportive work environment with growth opportunities.What to Expect? When applying to a job, it's always nice to know your application is not lost in an online portal, nestled in an unmonitored inbox. Here is what to expect as you consider applying to this opportunity!Decide if this is a job that you'd like to apply toYou've decided to apply! Click Apply NowProvide your basics: Name, email, resumeAnswer the job screening questions to help us better understand your backgroundYou will receive an email confirming your application was successfully submittedOur Principal Recruiter will screen your resume the same business day you applyBased upon your background, we will schedule a brief call within 5 business days to discuss your background and career goalsUpon speaking and learning more about you, we will establish what next steps look like--> If you're not a match for this role, you will hear from us within 10 business days. Keep positive in your search and know we will keep your resume on file for future opportunities

Created: 2025-01-26