Executive Assistant

About the Executive Assistant Position

We’re looking for a proactive, highly organized Executive Assistant who thrives on making a difference by keeping everything running smoothly! Do you enjoy anticipating needs, creating order out of chaos, and ensuring every detail is accounted for? Are you a natural problem-solver who loves building efficient systems and workflows? Do you have a knack for supporting others by lightening their load, handling the behind-the-scenes work, and helping them focus on what they do best? Are you a tech-savvy multitasker who enjoys juggling projects, managing calendars, and ensuring deadlines are met? If you’re the type of person who takes pride in being the dependable backbone of an organization, loves tackling a wide variety of tasks, and finds joy in creating calm out of complexity, we’d love to meet you!

The Ideal Person for This Role Is...

- Has experience working in a virtual environment
- Loves systems and organization
- Attentive to detail
- Enjoys working in a team environment
- Tech-savvy and learns new software quickly
- Problem solver that is solutions oriented
- Able to make recommendations for the best outcomes
- Able to communicate with kindness to clients and team members
- Efficient in getting tasks done

What is it like working with us:

- 100% virtual/remote, so you can work from wherever you feel most productive (and comfy).
- Work/life balance is important to us.
- We’re laid-back yet goal-oriented, with a focus on meaningful work.
- We’re a very small, growing company where everyone’s got each other’s back, and your ideas really count.
- We’re a tech-savvy firm, and leverage awesome software to help make our lives and our clients’ lives easier.

Job Responsibilities

- Manage and maintain calendar using Google Calendar, and calendar scheduler, scheduling meetings, appointments, and events while proactively addressing conflicts.
- Answer and direct incoming phone calls with professionalism and courtesy, providing accurate information or routing inquiries to the appropriate team member as needed.
- Organize and update records and databases, ensuring data accuracy and accessibility.
- Monitor and manage the executive's email inbox by checking, prioritizing, assigning tasks, and drafting responses to ensure timely and professional communication with clients, team members, and other stakeholders
- Oversee project timelines and workflows using Asana, ensuring team members stay on track and deadlines are met.
- Manage task assignments and completion tracking in Asana, including data entry and progress updates.
- Assist with light bookkeeping duties, including invoicing, reconciling transactions in QuickBooks Online.
- Coordinate communications via Slack, ensuring prompt responses and smooth collaboration across the team.
- Schedule and manage virtual meetings via Zoom, including preparing agendas and follow-up notes in Fathom.
- Track and manage time logs for team members using Clockify, ensuring accurate records for reporting and payroll.
- Support the executive with administrative tasks, including preparing financial reports, organizing files in Google Drive, and coordinating document reviews.
- Other duties as assigned.
- Just to make sure that you are paying attention and that you are detail oriented, please make sure to include the word "Awesome" in the subject line when applying.

Minimum Qualifications

- Proven experience as an Executive Assistant, Administrative Assistant, or in a similar role, preferably in a bookkeeping, accounting, or financial services environment
- Proficiency in using Google Workspace (Gmail, Calendar, Docs, Sheets, Drive) for scheduling, document creation, and collaboration
- Experience with project management tools such as Asana and task management systems
- Strong organizational skills with the ability to update and maintain databases, such as Keeper.app and Notion, with accuracy
- Excellent communication skills, both written and verbal, with the ability to interact professionally via email, Slack, and Zoom
- Basic bookkeeping knowledge, including invoicing, expense tracking, and reconciling transactions
- A computer with a second monitor & stable and secure internet connection
- Technologically savvy, with a ability to learn new software quickly
- Quiet workspace, suitable for client/team meetings
- Ability to make decisions and solve problems
- Excellent attention to detail
- Exceptional communication skills

Desirable Qualifications

- Experience with QuickBooks, Asana, Slack, Google Workspace, and/or Notion
- Experience as an executive assistant in a bookkeeping or accounting environment

Software We Use

- Asana
- Slack
- Zoom
- Keeper.app
- Google Workspace
- QuickBooks Online
- Gusto and ADP
- Clockify
- 1Password
- Notion

If after reading this job description, you’re feeling like this is the job you’ve been looking for, complete the application, and let’s connect to see if you’re the missing piece to our team!

To Apply, go here: https://forms.gle/C9aenWHfY6Z9jhD46