Executive Assistant to The Chief Executive Officer

Job Summary:
Application requirements:
**Responsibilities**:

- Manage and maintain the founder’s schedule, including appointments, meetings, and travel arrangements.
- Prepare and edit correspondence, communications, presentations, and other documents.
- Act as a liaison between the founder and internal/external stakeholders.
- Screen and direct phone calls and distribute correspondence.
- Organize and prepare for meetings, including gathering documents and attending to logistics.
- Take meeting minutes and follow up on action items.
- Arrange travel itineraries, flights, accommodations, and ground transportation.
- Prepare travel expense reports and process reimbursements.
- Greet and welcome visitors, ensuring a positive first impression.
- Answer and direct phone calls, taking messages as needed.
- Provide general information to visitors and callers about the company and its services.
- Handle inquiries and requests for information.
- Maintain office supplies inventory and place orders as needed.
- Ensure office equipment is properly maintained and serviced.
- Coordinate with building management for office maintenance and repairs.
- Oversee the cleanliness and organization of office spaces, including common areas.
- Manage relationships with office vendors, including cleaning services, suppliers, and maintenance providers.
- Negotiate contracts and agreements with vendors.
- Ensure the office complies with health and safety regulations.
- Conduct regular safety audits and emergency drills.
- Maintain accurate and up-to-date financial records, including invoices, receipts, and expense reports.
- Manage accounts payable and receivable.
- Assist in the preparation of budgets and financial reports.
- Monitor budget expenditures and report discrepancies.
- Process payroll, ensuring accuracy and timeliness.
- Handle employee expense reimbursements.
- Manage bank deposits and reconcile bank statements.
- Assist with the preparation of financial statements and reports.
- Assist with the preparation and filing of tax documents.
- Ensure compliance with local, state, and federal regulations.
- Plan and coordinate company events, meetings, and team-building activities.
- Handle logistics, including venue booking, catering, and invitations.
- Organize and maintain electronic and paper files.
- Implement and oversee document retention policies.
- Troubleshoot basic IT issues and coordinate with IT support as needed.
- Manage software licenses and ensure all employees have the necessary tools for their roles.
- Assist with special projects and initiatives as assigned by the founder.
- Conduct research and provide reports and recommendations.

**Requirements**:

- Proven experience as an executive assistant or in a similar role
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
- Familiarity with DocuSign or similar electronic signature software is a plus
- Excellent phone etiquette and strong communication skills
- Strong organizational skills with the ability to prioritize tasks effectively
- Attention to detail and accuracy in all work performed
- Ability to maintain confidentiality of sensitive information
- Previous experience in an office or administrative role is preferred

Please note that all positions at our company are paid positions.

**Job Types**: Full-time, Part-time

Pay: $18.00-$40.00 per hour

Expected hours: 20 - 40 per week

Application question(s):

- What attracts you about our organization
- Have you completed both surveys?
- What postal code do you currently live in?
- Do you own your own vehicle?

**Education**:

- Bachelor's Degree (preferred)

Work Location: In person