Job description:

Overview
We are seeking a highly organized and proactive Executive Assistant to support the President of our organization. This dynamic role requires a motivated individual who excels in managing complex schedules, coordinating projects, and providing exceptional administrative support. The ideal candidate will thrive in a fast-paced environment, demonstrating excellent communication skills, attention to detail, and the ability to handle multiple priorities with enthusiasm and professionalism. This is not a conventional 9–5 role; this position requires flexibility, adaptability, and a high level of discretion. The ideal candidate will act as a trusted right hand, ensuring nothing falls through the cracks while accompanying the President both in the office and in the field.

Duties

• Manage the President’s calendar, including scheduling meetings, appointments, and travel arrangements using tools like Microsoft Outlook Calendar and Google Workspace.

• Prepare, proofread, and transcribe correspondence, reports, and presentations with precision and clarity.

• Coordinate special projects and events from planning through execution, ensuring all details are handled efficiently.

• Handle incoming calls with professional phone etiquette, screening and directing inquiries appropriately via multi-line phone systems.

• Maintain organized filing systems—both digital and physical—ensuring quick retrieval of documents and records.

• Assist with bookkeeping tasks using QuickBooks, including data entry, invoicing, and basic financial record keeping.

• Facilitate communication between departments by organizing meetings, preparing agendas, and taking detailed minutes.

• Provide personal assistant support to the President as needed, including managing personal appointments or errands.

• Utilize office software such as Microsoft Office Suite (Word, Excel) for document creation and data management; ensure accuracy through proofreading.

• Accompany the President throughout the workday, including meetings, site visits, and field operations

• Take detailed, accurate notes during meetings and conversations

• Track action items and ensure timely follow-up on tasks, deadlines, and commitments

• Anticipate needs and proactively solve problems before they arise

Requirements

• Proven experience as an executive assistant or in a similar administrative role supporting senior leadership.

• Strong organizational skills with the ability to multitask effectively in a fast-paced environment.

• Excellent written and verbal communication skills coupled with professional phone etiquette.

• Proficiency in Microsoft Office (Word, Excel, Outlook), Google Workspace (Gmail, Calendar), and familiarity with DocuSign for document signing workflows.

• Experience with project coordination and event planning from inception to completion.

• Knowledge of QuickBooks for bookkeeping tasks; experience with data entry and basic financial record keeping is preferred.

• Office management experience, including filing systems, front desk duties, and office supply management.

• Exceptional typing speed combined with transcription skills for accurate documentation.

• Ability to handle sensitive information discreetly while maintaining confidentiality at all times. Join us as an Executive Assistant to the President, where your organizational prowess will empower leadership success! We value energetic professionals eager to contribute their administrative expertise in a vibrant workplace dedicated to excellence and growth.

Benefits:

• Dental insurance

• Health insurance

• Paid time off

• Retirement plan

Language:

• Spanish (Preferred)

Pay: $50,000.00 per year

Work Location: On the road