Job Description

Job Description

We are seeking a highly organized and flexible Executive Assistant to support our executive team across multiple business ventures. This role requires someone who thrives in a dynamic environment and can manage a wide range of responsibilities, from scheduling and communications to assisting with special projects and future financial oversight.

The ideal candidate is proactive, detail-oriented, and capable of wearing many hats. While experience with bookkeeping and QuickBooks is a plus, this function would be phased in over time as trust and responsibility grow.

Key Responsibilities:

• Provide comprehensive administrative support to executives across multiple businesses.
• Manage complex calendars, coordinate meetings, and communicate schedule changes effectively.
• Screen and direct phone calls and messages on behalf of executives.
• Assist with special projects, audits, insurance credentialing, and meeting logistics.
• Prepare, proofread, and edit correspondence, presentations, and reports.
• Organize both physical and digital filing systems to ensure easy retrieval and security of documents.
• Assist with travel arrangements for executives and visiting guests, including lodging, transportation, and event planning.
• Prepare expense reports, code and submit invoices, and support budgeting activities as needed.
• Collaborate on project planning and execution, often working across departments or business units.
• Support internal employee meeting logistics, including set-up and materials preparation.

Required Qualifications:

• Minimum of 5 years administrative support experience, ideally supporting senior-level executives in a corporate or fast-paced environment.
• Exceptional organizational and time-management skills.
• Strong verbal and written communication abilities.
• Ability to adapt to changing priorities and manage multiple tasks simultaneously.
• High level of discretion and professionalism when handling sensitive information.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace.

Preferred Qualifications:

• Experience with bookkeeping, QuickBooks, and basic financial reporting.
• Familiarity with insurance credentialing, audits, or other regulatory processes is a plus.

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