Executive Administrative Assistant

Executive Administrative Assistant

Our client is a family-owned printing business seeking a dependable, highly organized Executive Administrative Assistant to support management and help keep daily office operations running smoothly. This is a hands-on position requiring professionalism, accuracy, strong follow-through, and excellent communication skills.

This is a full-time, in-person position directly with our client. Remote work is not available.

Key Responsibilities

• Answer and direct incoming phone calls and emails
• Prepare and send professional correspondence, documents, and reports
• Maintain organized electronic and physical filing systems
• Assist with preparing quotes, invoices, purchase orders, and other business documents
• Enter and maintain accurate information in spreadsheets and company systems
• Communicate and follow up with customers, vendors, and other business contacts
• Track open projects, customer orders, and pending items to help ensure timely completion
• Schedule appointments, meetings, deliveries, and other business activities
• Review documents and information for accuracy and completeness
• Assist with billing, recordkeeping, filing, and general office paperwork
• Coordinate information among management, employees, customers, and vendors
• Maintain confidential company, employee, and customer information
• Assist management with daily administrative needs and special projects
• Monitor deadlines and follow up with the appropriate individuals when action is required
• Maintain an organized, professional, and efficient office environment

Qualifications

• Previous experience as an Executive Assistant, Administrative Assistant, Office Coordinator, or in a similar administrative role
• Strong written and verbal communication skills
• Excellent organizational, time-management, and follow-up abilities
• High level of accuracy and attention to detail
• Professional and courteous when communicating with customers, vendors, employees, and management
• Proficiency with Microsoft Office, including Outlook, Word, and Excel
• Comfortable learning company software and business systems
• Ability to prioritize multiple assignments in a fast-paced environment
• Ability to work independently while contributing to a close-knit team
• Sound judgment and the ability to handle confidential information appropriately
• Experience with quotes, invoices, purchase orders, billing, or order tracking is preferred
• Printing, manufacturing, distribution, or related industry experience is helpful but not required