Summary
Reporting directly to the Company’s Founder as the Executive Assistant, you work independently performing a wide range of complex administrative and clerical support duties. This role requires excellent written and verbal communication skills and the ability to provide information and service to a wide range of internal and external contacts.
Responsibilities
- Work directly with the executive to support all aspects of their daily work routine.
- Provide high-level administrative support, including managing calendar, managing email accounts, scheduling meetings, and coordinating travel arrangements.
- Coordinate and participate in internal and external meetings, including scheduling, sending reminders, taking meeting minutes and assisting in the preparation and distribution of meeting agendas.
- Liaise with clients via email on behalf of the Executive to send business inquiries, follow-ups, contracts, invoices, proposals, and client surveys.
- Assist with sales and client management-related tasks, such as follow up phone calls, emails, and other communication to ensure customer satisfaction.
- Prepare internal and external documents including but not limited to proposals, contracts, and client surveys utilizing platforms such Google Workspace and Square Up.
- Create and maintain organizational databases including client contacts and project status reports.
- Maintain a comprehensive and accurate digital filing system including records of invoices and estimates, employee timesheets and hours, project specific documents, W9’s, Standard Operating Procedures and Workflow documents, client database, etc.
- Assist with budgets and accounting tasks such as invoice tracking and generating and sending invoices to clients.
- Handle printing, mail/overnight packages and returns, copying, and filing of company documents.
- Perform other duties, ad-hoc projects and provide support to other departments to support the overall success of the company.
- Maintain confidentiality and discretion in handling sensitive information and correspondence.
The Ideal Candidate
- A detail-oriented, self-starter with a resourceful nature
- Ability to prioritize and multi-task daily responsibilities for both yourself and the Executive.
- Energetic and eager to tackle new projects and ideas
- Possess a high degree of professionalism & ability to handle highly confidential information.
- Proficient in Microsoft Office and Google Suite
- Strong written and verbal communication skills
- Thrives in a fast-paced and ever-changing environment
Skills And Background
- Bachelor’s degree preferred.
- Prior experience in supporting a senior executive or team
- Excellent computer, writing, editing, and proofreading skills
- Familiarity with the industry is a plus
- Excellent organization and time-management skills
Job Types: Full-time, Part-time
Pay: From $30.00 per hour
Expected hours: No less than 30 per week
Schedule:
- Day shift
- Monday to Friday
Ability to Relocate:
- Hoboken, NJ 07030: Relocate before starting work (Required)
Work Location: Hybrid remote in Hoboken, NJ 07030