Executive Administrative Assistant

Job Title: Executive Administrative Assistant

Location: Traverse City

Job Type: Full-time (On-site)

Department: Headquarters

Reports To: Business Operations and HR Manager

• Manage calendars, scheduling and time prioritization for President, Business Operations & HR Manager, Marketing Director, and Owner
• Handle and route communications, including emails, calls, and internal/external correspondence
• Coordinate travel arrangements, itineraries, and accommodations as it aligns with company-wide events, off-sites, retreats, and workshops
• Arrange meetings, including room bookings, materials preparation, meals and other logistics
• Prepare and edit reports, presentations, meeting documentation, and other executive materials as identified by leadership
• Conduct research and compile information for decision-making or strategic planning as requested
• Assist with special projects and track progress on executive action items
• Support general office management to maintain smooth daily operations
• Fulfill weekly administrative tasks including mail retrieval, banking deposits, supplies ordering, and office upkeep and organization
• Maintain personnel filing and employee request tracking through the HRM system
• Support leadership in gathering, sorting and verifying information from various sources, and transforming those metrics into clear, structured formats on identified dashboards, including the weekly EOS L10 scorecard
• Assist in tracking business operational budgets, such as Employee Perks

• Serve as a first point of contact for inbound customer calls, voicemails and email inquiries; own each one through to resolution rather than passing it along
• Support orders end to end: entry, status, changes, shipping and tracking, returns, replacements and damage claims
• Support Corporate Gifting clients: quotes, order entry, personalization and proof approval, multi-address ship-to lists, delivery deadlines and payment terms
• Support Reseller accounts: order entry, current price lists, product availability and backorders, freight coordination with fulfillment, new account setup, W-9s and sales tax exemption certificates
• Resolve billing questions on the accounts this role invoices short ships, credits, disputed charges and carry the correction through to a clean invoice
• Absorb the Q4 corporate gifting peak, when order volume and delivery deadlines concentrate
• Escalate on a defined path to the correct owner: Business Gifting Coordinator for gifting program decisions, Reseller Program Owner for reseller pricing and terms, Marketing for anything reputational or public-facing and any additional utilizing the internal Accountability Chart
• Surface recurring issues and root causes to leadership rather than resolving the same problem repeatedly

• Work directly with the lead bookkeeping manager from external accounting firm to ensure financial accuracy and seamless process execution of the following tasks
• Enter and code accounts payable; manage vendor bills, W-9s and payment runs for approval
• Prepare and issue accounts receivable invoices for the Reseller and Corporate Gifting channels, and follow up on aging balances
• Reconcile daily sales and deposits across all retail locations and the online store
• Perform monthly bank, credit card and merchant-processor reconciliations
• Support month-end close: accruals, prepaid schedules and journal entries prepared for review
• Prepare and file sales and use tax returns for each jurisdiction on schedule
• Maintain the chart of accounts and vendor records in QuickBooks Online
• Assemble year-end 1099 filings and provide the CPA with requested schedules and support
• Reconcile timekeeping in WhenIWork for payroll
• Scope boundary: this role prepares, enters and reconciles. It does not issue financial statements, set accounting policy, or own the CPA relationship

• Accuracy and Attention to Detail Produces work that reconciles the first time and catches discrepancies before they compound.
• Confidentiality and Discretion Handles payroll, wage, banking and personnel information with absolute discretion.
• Deadline Ownership Owns a recurring calendar of obligations (month-end close, tax filings, payroll cutoffs) and meets them without being prompted.
• Systems Proficiency Learns and works confidently across QuickBooks Online, the retail POS, and HR and scheduling systems.
• Service Orientation Treats store managers and vendors as internal customers; responsive, with consistent follow-through.
• Ownership to Completion Takes an inquiry from first contact to resolution, keeps the customer informed, and closes the loop without needing to be chased.
• Cross-functional Collaboration Works effectively across departments to align priorities and resolve competing demands.
• Communication Clear, confident, and professional in both written and verbal communication with all levels of the organization.
• Adaptability Comfortable navigating ambiguity in a growing, entrepreneurial environment.

• 2+ years of bookkeeping or full-charge bookkeeping experience, ideally in a retail, restaurant or multi-location business preferred
• Customer service, inside sales or account support experience by phone and email, ideally B2B
• Comfort with order management in Shopify and with wholesale or B2B ordering workflows
• Proficiency with QuickBooks Online, Google Workspace and Microsoft Office (particularly Excel); working familiarity with iSolved (the HRIS of record), WhenIWork, Shopify, Wrike, the retail POS, and UPS or a comparable shipping platform
• Comfort with budget tracking and variance reporting; able to explain what a number is and where it came from
• Familiarity with EOS or similar business operating frameworks is preferred
• Valid Michigan drivers license and a clean driving record (the role makes bank deposit runs)
• Successful completion of a background and credit check, required for banking access and QuickBooks Online permissions
• Associates degree in accounting, business or a related field, or equivalent bookkeeping experience; Bachelors preferred

• Primarily an office-based role
• Physical Requirements: primarily desk-based work. Occasional lifting of 20-50 lbs (supplies, mail, deliveries). Sitting for long periods. Regular local driving for banking and postal runs
• Availability: Occasional holidays and early evenings

• Participate in weekly EOS L10 meetings; gather and post scorecard measures ahead of each meeting
• Maintain segregation of duties: this role prepares and enters transactions; Business Operations and HR Manager reviews and approves payments and journal entries before they post
• Champion Fustinis culture and standards in every internal, store and vendor interaction
• Raise discrepancies immediately rather than working around them

Directions to Apply

Hiring timeline: Position Open Until Filled

Contact for applications: View email address on click.appcast.io

Required application materials: Please send a Resume, Cover Letter, and Three Professional References to the email listed above