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Position: Executive Assistant with Bookkeeping Experience
Number of hours: 40 hours/week
Schedule: EST
Tasks required:
Maintain and coordinate executive calendars, ensuring effective time management and scheduling of meetings, appointments, and travel arrangements
Manage emails, input orders, and updating tracker/sheet
Handled customer service support when needed
Serve as the primary point of contact between executives and internal/external stakeholders, including screening and prioritizing emails and phone calls
Plan, book, and organize complex domestic and international travel itineraries, including flights, accommodations, and ground transportation
Prepare and edit reports, presentations, and documents, while maintaining an organized filing system for easy retrieval
Assist in preparing meeting agendas, taking meeting minutes, and ensuring timely distribution of materials to participants
Manage expense reports, receipts, and reimbursements for executives, maintaining accurate records and tracking expenditures
Provide project support by conducting research, gathering data, and assisting with project coordination and follow-ups
Handle sensitive and confidential information with the utmost discretion and professionalism
Proactively identify and resolve administrative issues, demonstrating a solution-oriented approach
Collaborate effectively with other team members and departments to ensure seamless workflow and the achievement of organizational goals
Other ad hoc tasks that would be assigned
Requirements:
Must have 3 years' work experience as a Virtual Executive Assistant for C-level executives or a relevant role
Bachelor’s degree or equivalent experience is preferred
Background in accounting is preferred
Familiarity with current technologies, like desktop sharing, cloud services and VoIP (GSuite, Zoom, Slack, Asana, Notion, etc.)
Strong proficiency in office software and communication tools
Has knowledge with using accounting software (specifically Quickbooks & Excel)
Knowledge of online calendars and scheduling (Calendly, Google Calendar)
Excellent verbal and written English communication skills
Discretion and the ability to handle confidential information
Excellent phone, email and instant messaging communication skills
Highly organized and detail-oriented; able to efficiently prioritize multiple tasks
Adaptability and a proactive mindset
Professional demeanor and strong interpersonal skills
Ability to work independently and in a team-oriented environment
