Executive Administrative Assistant

Job Summary
We are seeking a dynamic and highly organized Executive Administrative Assistant to join our team! In this vital role, you will serve as the backbone of executive operations, providing comprehensive administrative support to ensure smooth and efficient business functions. Your energetic approach and proactive mindset will help manage schedules, coordinate communications, and streamline office processes. This position offers an exciting opportunity to be at the heart of our organization, supporting leadership with professionalism, enthusiasm, and precision. The ideal candidate is detail-oriented, tech-savvy, bilingual (if applicable), and excels at multitasking in a fast-paced environment.

Duties

• Manage complex calendars and schedule appointments, meetings, and travel arrangements for executives with precision and flexibility.
• Handle incoming calls using multi-line phone systems with excellent phone etiquette, directing inquiries appropriately.
• Prepare, proofread, and edit correspondence, reports, presentations, and other documents to ensure clarity and accuracy.
• Maintain organized filing systems both physically and digitally using tools like Google Workspace and Microsoft Office Suite.
• Assist with office management tasks such as supply ordering, equipment maintenance, and coordinating front desk activities.
• Support data entry efforts including bookkeeping using QuickBooks or similar software, invoicing, and expense tracking.
• Provide exceptional customer service support by addressing client inquiries promptly and professionally in person or via phone or email.
• Coordinate calendar management for executives including scheduling meetings, reminders, and follow-up actions.
• Perform clerical duties such as photocopying, scanning, faxing, and proofreading documents to ensure high-quality outputs.
• Support personal assistant responsibilities when needed—such as booking personal appointments or managing confidential information.

Skills

• Proven experience in office management or administrative roles with strong organizational skills.
• Proficiency in Microsoft Office (Word, Excel PowerPoint) and Google Workspace applications.
• Excellent computer literacy including data entry, filing systems, and document proofreading.
• Bilingual abilities are highly desirable to effectively communicate with diverse clients and team members.
• Strong time management skills to prioritize tasks efficiently in a busy environment.
• Experience with multi-line phone systems and handling front desk operations confidently.
• Knowledge of QuickBooks for bookkeeping or basic accounting tasks is a plus.
• Exceptional customer service skills combined with professional phone etiquette.
• Ability to adapt quickly to changing priorities while maintaining attention to detail.
• Previous experience as a medical or dental receptionist or personal assistant is advantageous but not required. Join us to be part of a vibrant team where your organizational talents will shine! We value energetic professionals who thrive on making a difference every day through proactive support and seamless office operations.

Pay: From $13.00 per hour

Benefits:

• Dental insurance
• Employee discount
• Health insurance

Work Location: In person