Executive Assistant

About Us
ProVision Accounting Solutions specializes in providing accounting, tax, and financial consulting services to trucking fleet owners and general service-based businesses. With over 18 years of experience, we empower our clients to achieve financial stability, save on taxes, and grow their businesses strategically. Our mission is to help business owners make informed decisions by providing clarity and insight into their financial data.

As we grow, we are looking for an Executive Assistant to support the CEO in managing day-to-day operations, streamlining processes, and ensuring the business runs efficiently.

Role Overview
The Executive Assistant will play a critical role in supporting the CEO with administrative, operational, and strategic tasks. You will serve as the right hand to the CEO, ensuring her schedule, priorities, and business needs are effectively managed. This role requires exceptional organizational skills, professionalism, and the ability to anticipate needs before they arise.

Key Responsibilities
Administrative Support
Manage the CEO’s calendar, schedule meetings, and coordinate appointments.
Handle email correspondence, draft responses, and organize the inbox for prioritization.
Prepare and organize documents for meetings, including agendas, presentations, and follow-up action items.
Take meeting notes and track action items to ensure completion.
Manage travel arrangements, including booking flights, accommodations, and transportation.
Operations Management
Assist in the implementation and monitoring of business workflows, including Dubsado processes (proposals, invoices, contracts, onboarding).
Coordinate with outsourced team members (e.g., bookkeepers, VAs, and tax specialists) to ensure tasks are completed on time.
Monitor deadlines for tax filings, clean-up projects, and client deliverables to ensure nothing falls through the cracks.
Maintain and organize the CEO's business files and records.
Client and Team Coordination
Serve as the first point of contact for client inquiries, directing them to the appropriate team member as needed.
Help onboard new clients by managing intake processes, ensuring documentation is completed and uploaded.
Facilitate internal team communications, including weekly team call preparation and follow-up.
Track and report on client projects, ensuring alignment with timelines and deliverables.
Marketing and Communication
Assist with the preparation of social media content and email campaigns in collaboration with the Social Media Manager.
Proofread and edit documents, emails, and presentations to align with the CEO's brand and tone.
Monitor engagement on social platforms and ensure timely responses to comments and inquiries.
Special Projects
Assist in organizing webinars, workshops, and in-person events like Lunch & Learns.
Support the CEO with market research, client data analysis, and creation of revenue maps or profitability plans.
Collaborate with the CEO on strategic initiatives, including improving operational efficiency and client experience.
Qualifications
Experience: Minimum of 3 years in an Executive Assistant or similar role, preferably in the financial, accounting, or consulting industry.
Education: Bachelor’s degree in Business Administration, Accounting, or related field preferred but not required.
Technical Skills:
Proficiency in tools like Dubsado, QuickBooks, Microsoft Office Suite, Canva, and Google Workspace.
Familiarity with social media management platforms (e.g., Buffer, Later).