Administrative Executive Assistant

Job Description

Job Description

Executive Assistant – Multiple Small Businesses

Job Type: Part-time 9:00AM – 3:00PM Monday - Friday

Position Summary

We are seeking a highly organized, dependable, and proactive Executive Assistant to provide administrative and organizational support to leadership across multiple small businesses. This position requires someone who is comfortable managing multiple priorities, maintaining confidentiality, communicating professionally, and working independently in a fast-paced environment.

The Executive Assistant will serve as a key support resource for the business owner and leadership team, helping keep daily operations organized and ensuring important tasks, communications, appointments, and deadlines are handled efficiently.

The ideal candidate is a self-starter who takes initiative, pays close attention to detail, and can easily move between different businesses, projects, and priorities.

Essential Responsibilities

Executive & Administrative Support

• Provide day-to-day administrative support to business owner and Leadership.
• Manage calendars, appointments, meetings, and schedules across multiple businesses.
• Prepare meeting agendas, notes, correspondence, reports, and other documents.
• Monitor deadlines, follow up on outstanding items, and ensure commitments are completed.
• Organize and maintain electronic and physical files and records.
• Handle confidential and sensitive business information with discretion.
• Assist with special projects and other assignments as directed by leadership.

Communication & Coordination

• Serve as a professional point of contact for internal and external communications.
• Draft and respond to emails, letters, and other business correspondence.
• Communicate with employees, vendors, clients, customers, contractors, and other business contacts.
• Coordinate meetings, appointments, events, and business activities.
• Follow up with individuals and departments to obtain needed information or documentation.

Business Operations Support

• Assist leadership with tracking projects, tasks, and important deadlines.
• Help coordinate activities between the various businesses.
• Maintain organized records, spreadsheets, contact lists, and business information.
• Assist with invoices, expense reports, purchase orders, or other administrative financial tasks as needed.
• Assist with preparation of reports and presentations.
• Conduct research and gather information for business decisions and projects.
• Help identify administrative needs and recommend ways to improve efficiency and organization.

Special Projects

• Assist with special projects involving multiple businesses.
• Coordinate projects from beginning to completion as assigned.
• Research vendors, products, services, or business opportunities.
• Assist with planning meetings, company events, and other business functions.
• Take on additional responsibilities as the needs of the businesses change.

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• 3+ years of administrative, executive assistant, office management, or related experience preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to prioritize and manage multiple projects simultaneously.
• Ability to work independently with minimal supervision.
• Strong problem-solving and follow-through skills.
• Professional demeanor and ability to work with individuals at all levels.
• Ability to maintain confidentiality and exercise good judgment.
• Proficiency with Microsoft Office, Outlook, Word, Excel, and other common business software.
• Ability and willingness to learn new software and systems.

Preferred Skills

• Experience supporting multiple executives, departments, or companies.
• Experience working in a small-business environment.
• Experience with bookkeeping or basic accounting tasks.
• Experience coordinating vendors, contractors, or outside service providers.
• Strong knowledge of Microsoft Excel and Outlook.
• Experience managing calendars and scheduling multiple individuals.
• Project coordination experience.

Key Attributes

The successful candidate will be:

• Highly organized – Keeps information, schedules, and priorities in order.
• Proactive – Anticipates needs rather than waiting to be asked.
• Resourceful – Can find solutions and figure things out independently.
• Flexible – Comfortable changing priorities throughout the day.
• Detail-oriented – Notices the small things that can have a big impact.
• Trustworthy – Handles confidential business and personal information appropriately.
• Professional – Represents the businesses positively in all interactions.
• Reliable – Follows through and gets things done.
• Adaptable – Comfortable supporting different businesses with different needs.

What Success Looks Like

Success in this position means helping leadership stay organized, informed, and focused on running the businesses. The Executive Assistant should become someone leadership can rely on to keep track of details, follow through on assignments, anticipate upcoming needs, and make sure nothing falls through the cracks.