Executive Assistant

Job Description

Job Description

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and personal support to senior leadership. This role requires exceptional multitasking abilities, strong communication skills, discretion in handling confidential information, and proficiency with QuickBooks. The ideal candidate is a self-starter who can manage business and personal priorities while maintaining professionalism and efficiency.

Key Responsibilities

Executive Support

Manage complex calendars, appointments, meetings, and travel arrangements.

Coordinate and prepare meeting agendas, presentations, reports, and correspondence.

Screen calls, emails, and other communications, prioritizing matters requiring attention.

Handle confidential information with the highest level of discretion.

Maintain organized filing systems, records, and company documents.

Monitor deadlines and follow up on action items to ensure timely completion.

Assist with special projects and business initiatives as assigned.

Personal Assistant Duties

Coordinate personal schedules, appointments, and travel arrangements.

Manage household vendors, service providers, and personal errands as needed.

Assist with event planning, reservations, and personal administrative tasks.

Track personal expenses and organize receipts and records.

Handle personal correspondence and maintain confidentiality at all times.

Help balance and prioritize business and personal commitments.

Accounting & QuickBooks Responsibilities

Process accounts payable and accounts receivable transactions.

Enter and maintain financial data in QuickBooks.

Reconcile bank and credit card statements.

Prepare invoices and monitor collections.

Generate financial reports and assist with budgeting activities.

Maintain accurate records and supporting documentation.

Coordinate with external accountants, bookkeepers, or tax professionals as needed.

Qualifications

3+ years of experience as an Executive Assistant, Personal Assistant, Office Manager, or similar role.

Proficiency in QuickBooks required.

Strong knowledge of Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint.

Excellent verbal and written communication skills.

Exceptional organizational and time-management abilities.

Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.

Strong attention to detail and problem-solving skills.

Professional demeanor and ability to interact with executives, clients, and vendors.

High level of integrity and discretion when handling sensitive information.

Preferred Qualifications

Associate's or Bachelor's degree in Business Administration, Accounting, or related field.

Experience supporting C-level executives, business owners, or entrepreneurs.

Familiarity with bookkeeping and financial reporting processes through QuickBooks

Experience coordinating both professional and personal obligations for executives.

Key Competencies

Organization and planning

Confidentiality and discretion

Initiative and resourcefulness

Relationship management

Multitasking and adaptability

Financial acumen

Attention to detail

Strong follow-through and accountability

For confidential consideration, please reach out to Emily Schneller, Robert Half Recruiting Manager, at View phone number on us.fitly.work. Thank you for your interest in Robert Half.