Executive Assistant

Job Title: Executive Assistant

Job Summary: We are seeking a highly organized, proactive, and detail-oriented Executive assistant to support our executive team in building and managing a thriving enterprise. This role requires a dynamic individual who excels in managing multiple priorities, anticipates needs, and takes initiative to ensure smooth day-to-day operations. The ideal candidate will possess exceptional communication skills, a keen attention to detail, and the ability to work in a fast-paced environment.

Key Responsibilities:

• Calendar and Email Management:
• Organize and prioritize incoming emails, ensuring timely responses and follow-ups.
• Manage executive calendars, schedule meetings, and appointments, optimizing time management.
• Travel Coordination:
• Arrange travel logistics, including booking flights, accommodations, and transportation.
• Financial Oversight:
• Track and manage income and expense reports, including preparation of P&L statements.
• Assist with sales tax preparation and filing.
• Reporting and Documentation:
• Compile and analyze key performance indicators (KPIs) for monthly reporting.
• Draft, proofread, and edit reports, presentations, and other documents to ensure accuracy and quality.
• Maintain organized filing systems for both physical and digital documents.
• Project and Recruitment Support:
• Coordinate and execute various organizational initiatives and projects.
• Assist with recruitment, including sourcing, screening, and interviewing candidates.
• Clerical and Operational Tasks:
• Prepare meeting minutes, ensuring accurate documentation of discussions and action items.
• Create visually appealing presentations and marketing materials using Canva or similar tools.
• Support payroll processing and ensure timely license and certification renewals.

Skills and Requirements:

• Education and Experience:
• Bachelor’s degree in Business Administration, Management, or a related field is preferred.
• Proven experience as an executive assistant, virtual assistant, or in a similar administrative role.
• Technical Proficiency:
• Strong command of Google Workspace (Docs, Sheets, Calendar) and Microsoft Office Suite.
• Familiarity with project management tools (e.g., Trello, Slack) and Canva is a plus.
• Experience with QuickBooks or basic financial tracking is an advantage.
• Core Competencies:
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• High level of attention to detail and accuracy.
• Ability to handle confidential information with discretion.
• Flexibility and availability for occasional urgent tasks.

Availability:

• This position can be part-time or full-time based on performance and mutual agreement.
• Monday to Saturday, 9 AM to 6 PM (flexible hours may be required to accommodate urgent tasks).

Job Types: Full-time, Part-time

Pay: $29,000.00 - $59,000.00 per year

Expected hours: 24 – 40 per week

Ability to Commute:

• Hoover, AL 35226 (Preferred)

Ability to Relocate:

• Hoover, AL 35226: Relocate before starting work (Required)

Work Location: In person