Executive Assistant

Position: Executive Assistant to the CEO/COO
Industry: Accounting Firm

Overview: We are seeking a highly organized and detail-oriented Executive Assistant (EA) to support the CEO/COO of an accounting firm. The EA will play a crucial role in ensuring smooth day-to-day operations by handling administrative tasks, facilitating communication, managing projects, and maintaining organizational systems. The ideal candidate will be proactive, highly dependable, and skilled at managing a range of responsibilities, with the ability to adapt to new processes and systems as the firm grows.
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Responsibilities:
1. Transcribing:
• Meeting Notes & Documents: Take accurate notes during meetings or calls, transcribe them clearly, and organize them in a manner that makes it easy for the CEO/COO to refer back to them.
• Document Preparation: Prepare official communications, reports, and other documents based on transcribed notes or verbal instructions from the CEO/COO.
2. Email Management and Organization:
• Inbox Management: Organize and maintain the CEO/COO’s inbox, filtering out spam and categorizing emails based on priority (urgent, important, or informational).
• Response Handling: Respond to routine emails on behalf of the CEO/COO, flagging urgent emails for immediate attention and delegating non-essential emails to appropriate team members.
• Follow-ups: Ensure timely follow-up on emails requiring a response, keeping track of deadlines and pending items.
3. Project Management:
• Workflow Management: Oversee ongoing projects, ensuring deadlines are met, and deliverables are on track. Proactively communicate delays or potential bottlenecks.
• Collaboration: Serve as a point of contact between the CEO/COO and internal/external stakeholders, ensuring smooth communication and cooperation across teams.
• Monday.com Management: Maintain and organize tasks, deadlines, and team workflows using Monday.com to ensure that projects are progressing as planned. Ensure clear communication about the status of various tasks and assist with setting priorities for team members.
4. Creating and Organizing Monday.com Board:
• Board Structuring: Design and manage the Monday.com board to keep the team on track with key tasks and project milestones. Customize the boards for the specific needs of different projects.
• Task Delegation: Assign tasks to relevant team members within Monday.com, ensuring clarity on deliverables and deadlines.
• Progress Monitoring: Continuously monitor project progress on Monday.com, updating statuses, making sure tasks are on schedule, and following up with the team to ensure no deadlines are missed.
5. Company-Wide Systems & Processes (SOPs) Organization:
• SOP Development: Collaborate with the COO to organize and document Standard Operating Procedures (SOPs) for various company processes. This includes gathering information from different departments and ensuring the documentation is clear and accessible.
• System Implementation: Assist with the implementation of new company-wide systems, processes, and tools, helping to create smooth transitions for teams adopting new procedures.
• Process Optimization: Identify opportunities for process improvement, helping to streamline workflows and increase efficiency across the organization.
6. Calendar Management & Systematization:
• Calendar Organization: Manage the CEO/COO's calendar, scheduling meetings, appointments, and events, ensuring time is optimized for maximum productivity.
• Repeatable Events Management: Develop and implement systems for recurring calendar events related to the company (e.g., weekly team meetings, monthly check-ins, quarterly planning sessions) to ensure these events are organized consistently and efficiently.
• Time Allocation: Help prioritize and allocate time effectively to meet organizational goals, ensuring important events and deadlines are never overlooked.
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Results:
1. Clean, Organized Inbox:
• The EA will ensure the CEO/COO’s inbox is consistently organized, with important emails highlighted for prompt attention, and less critical tasks delegated or filed appropriately.
• Emails requiring action or decision-making will be flagged with clear notes, ensuring the CEO/COO remains focused on high-priority tasks.
• The result will be a more streamlined, less stressful inbox, allowing the CEO/COO to focus on strategic initiatives and leadership responsibilities.
2. Effective Workflow Systems:
• The EA will maintain and manage project workflows, ensuring tasks are completed on time, and internal processes are running smoothly.
• The EA will actively collaborate with the CEO/COO and internal teams to keep projects moving, updating progress on Monday.com and ensuring the team stays aligned with the firm’s goals.
• This will result in seamless client progress, with no delays in deliverables or missed deadlines, fostering high client satisfaction.
3. Successful Process and System Implementation:
• The EA will actively assist in organizing and implementing new systems, including company-wide SOPs and tools, to ensure smoother operations across departments.
• By assisting in the adoption of new workflows and systems, the EA will contribute to the firm's continuous growth and efficiency, enabling the company to scale while maintaining high-quality standards.
4. Efficient Calendar Management:
• The EA will create a system for managing recurring company events, ensuring that time is allocated effectively and consistently for important activities.
• This will help the CEO/COO remain focused on high-priority tasks while also ensuring that all necessary company meetings, deadlines, and planning sessions are attended to in a timely and organized manner.
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Requirements:

1. Excellent Communication Skills:
• Strong written and verbal communication skills are required to effectively transcribe meeting notes, respond to emails, and maintain clear communication with internal and external stakeholders.
• Ability to craft professional, concise, and clear messages on behalf of the CEO/COO.
2. Highly Organized:
• Strong organizational skills are essential to maintain a clutter-free, efficient digital and physical workspace.
• Ability to create and maintain systems for managing tasks, workflows, emails, and calendar events that support both the CEO/COO’s and the firm’s needs.
3. Willingness to Learn:
• The ideal candidate will have a growth mindset, ready to learn new tools, technologies, and processes.
• A proactive approach to professional development and adopting new systems to enhance workflow and efficiency is crucial.
4. Proficiency in Microsoft Office:
• Must be highly skilled in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook, for document creation, data management, and communication.
• Excel experience is particularly important for organizing and analyzing data as part of project management tasks.
5. Familiarity with Whimsical Software:
• Experience with Whimsical or similar visual collaboration tools is a plus. The EA should be comfortable using software to create mind maps, flowcharts, wireframes, and other visual representations of processes.
• Willingness to learn how to integrate Whimsical into the firm’s processes is essential.

Interested applicants may send their updated resume to info@fissionmanagement.net