Executive Assistant

We are looking for an individual to work cross functionally with members of our executive and administrative teams. This role is perfect for someone who enjoys supporting leadership while ensuring financial and legal records are accurate and up to date. The ideal candidate will possess exceptional administrative skills, a keen attention to detail, and the ability to manage multiple tasks efficiently. This role requires a strong background in office management, project coordination, and executive support, ensuring smooth operations within the organization.

Job Summary

Duties

• Provide high-level administrative support to executives, including calendar management, scheduling meetings, and coordinating travel arrangements
• Manage correspondence, including emails and phone calls, demonstrating excellent phone etiquette.
• Prepare and proofread correspondence, reports, presentations, and other documents
• Prepare documents, reports, and presentations utilizing Microsoft Office
• Attend meetings and take detailed notes and/or minutes
• Handle confidential information with discretion - NDA Required
• Maintain organized filing systems and perform data entry tasks accurately.
• Assist with bookkeeping tasks using QuickBooks and manage office expenses, maintain accurate ledgers
• Reconcile bank statements and support monthly financial reporting
• Manage invoices, receipts, and expense reports
• Collaborate with accountants during audits and tax preparation
• Oversee office management tasks, including inventory management and supply ordering.
• Organize work anniversaries, birthdays, and new hire welcome baskets/tours
• Maintain and update contact calendars
• Support office marketing and legal/real estate-related communications

Qualifications

• Proven experience in an administrative role supporting executives or senior management.
• Strong organizational skills with the ability to prioritize tasks effectively in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace applications.
• Previous legal experience or education
• Exceptional organizational and communication skills
• Ability to multitask, prioritize, and adapt quickly
• Discretion and reliability when handling sensitive information