Executive Operations Assistant
About The Position
We are seeking a highly organized, detail-oriented Executive Operations Assistant to support the owner of several growing businesses. This position is ideal for someone who enjoys solving problems, staying organized, managing multiple priorities, and helping an executive operate efficiently. This is not a typical administrative position. You will become the organizational hub for several companies and assist with both business and personal administrative responsibilities. Every day will be different, and the right candidate will thrive in a fast-paced environment while maintaining exceptional attention to detail.
Requirements
- Exceptional organizational skills
- Strong attention to detail
- Excellent written and verbal communication
- Ability to prioritize multiple tasks without constant supervision
- High level of integrity and discretion
- Professional appearance and demeanor
- Strong problem-solving skills
- Comfortable handling confidential information
- Ability to work independently and anticipate needs
- Microsoft Office (Excel, Word, Outlook)
- Google Calendar
- Adobe PDF
- Strong computer skills
Nice To Haves
- Minimum 5 years of executive assistant or office management experience preferred
- QuickBooks experience is a plus
- Comfortable learning new software systems
- Takes ownership of responsibilities
- Notices problems before they become emergencies
- Dependable and trustworthy
- Can juggle multiple projects simultaneously
- Proactive rather than reactive
- Communicates professionally
- Enjoys helping others stay organized
- Comfortable working in a fast-paced environment
Responsibilities
- Manage and maintain executive calendar
- Schedule meetings and appointments
- Coordinate travel arrangements when needed
- Track follow-up items and ensure deadlines are met
- Remind executive of meetings, phone calls, and commitments
- Screen calls and emails when appropriate
- Assist with administrative duties for multiple companies
- Process and organize incoming mail and correspondence
- Coordinate with accountants, attorneys, insurance agents, vendors, and customers
- Maintain organized electronic and paper filing systems
- Prepare reports, spreadsheets, and business documents
- Track projects to completion
- Coordinate with tenants
- Assist with lease administration
- Handle insurance renewals and insurance claims
- Coordinate maintenance and repair vendors
- Maintain records for multiple rental properties
- Track property-related expenses and documentation
- Pay personal and business bills accurately and on time
- Monitor due dates and recurring expenses
- Organize receipts and financial records
- Work closely with bookkeeping and accounting personnel
- Reconcile administrative records as requested
- Assist on Mondays and Tuesdays with employee time sheets
- Verify time sheets are complete and accurate
- Coordinate submission of payroll information to the third-party payroll provider
- Follow up on missing employee hours
- Help organize payroll documentation
- Assist with personal scheduling
- Coordinate appointments
- Help organize projects and errands
- Keep track of important deadlines
- Assist with miscellaneous administrative tasks that help the executive remain productive
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
