Office Manager & Executive/Personal Assistant

Position: Office Manager & Executive/Personal Assistant at Runway Light CapitalSalary: $80,000+ depending on applicable experience.Position requires a background check, drug screening, and professional references. Position requires having your own transportation. RequirementsDo not apply for this position if you don't, at minimum, meet all three requirements listed below.Proficient in QuickBooks with 3+ years of experience using QuickBooks Desktop.Must be able to work in the Scottsdale, Arizona, office Monday through Friday, from 8 am to 5 pm. Remote work is not an option.Must have 3+ years of experience in one of the following: office manager, executive assistant, or personal assistant.Preferred But Not RequiredSalesforce experience.Strong understanding of the stock market/trading.Knowledge and experience with TradeLog, the stock market, and trading practices.Position DescriptionRunway Light Capital's office is located next to the Scottsdale Airport. The individual hired for this position will work in the office, Monday through Friday, from 8 am to 5 pm. Occasional evening and weekend hours will be required. Position requires accounting experience, specifically utilizing QuickBooks Desktop. A bachelor's degree is preferred but not required. The individual hired for this position will work directly with the CEO/business owner.We are looking for an individual who has excellent communication skills, works well in a fast-paced environment, has extensive QuickBooks/accounting experience, is proficient in Microsoft Office and email software, takes initiative, is highly organized, has experience scheduling appointments and keeping executives apprised of appointments, and enjoys working in a small team.Discretion and trustworthiness is important as the hired individual will have access to confidential information.Office Manager DutiesManage QuickBooks. Keep QuickBooks up-to-date daily.Oversee all bank accounts and check them daily for any inaccuracies.Administer payroll.Manage Salesforce and data entry.Enter trades/transactions each day into TradeLog.Ensure that all bills, both personal and business, are being paid on time and from the correct account.Transfer or wire funds from one account to another.Schedule travel, fill out forms, mail items, make phone calls, and send emails on behalf of the CEO.Check the PO Box daily and distribute mail to the CEO.Obtain quotes, negotiate contracts, and handle invoicing.Organize office space, and order office supplies when necessary.Make sure there are printed and digital copies of all documents. File both hard copies and soft copies in a systematic, easy-to-access manner.Schedule and coordinate furniture, hardware, and/or software purchases, installations, and repairs.Schedule appointments and keep executive apprised of appointments. Provide both daily and weekly reminders for meetings and appointments.Evaluate vendor accounts and make sure charges are accurate. In addition, compare prices with similar vendors and make sure we are employing the most cost efficient and effective vendor.Executive/Personal Assistant Duties Work with CEO's accountant(s) and provide all necessary information and documents for filing Federal and State taxes.Coordinate and complete all necessary processes for renewing and continually monitoring insurance (health, vehicles, homes, etc.).Screen and answer phone calls and/or emails on behalf of the CEO.Take detailed notes during in-person meetings, highlighting all action items. Email the notes to the CEO after each meeting. Follow up on and complete action items.Conduct research, compile information, and prepare reports for the CEO.Run errands, make reservations, and shop for the CEO. Note: errands will be local.Check in with the CEO daily and see if there is anything else that needs to be done that day.Check on CEO's home and take care of select household duties, including pet care, while the CEO is out of town.Oversee vehicle registrations, property taxes, house payments, and personal bills. Make sure those are paid, renewed, and addressed at the appropriate times.Schedule travel (flights, rental vehicles, lodging).Schedule and coordinate doctor's appointments and pick up medications. Anticipate and resolve any issues regarding doctor's appointments, health insurance coverage for procedures and medication, and medication refills.Proactively follow up on assigned tasks/projects daily.Provide both daily (sent by 5 PM) and end-of-week (sent by EOD each Friday) emailed reports to CEO regarding assigned tasks and ongoing projects. Report should include each task/duty/project, a detailed description of each task listed, the projected completion date, any correspondence related to the task, and any questions for the CEO (any information needed to complete the assigned task).

Created: 2025-02-09