Job Description
The Executive Assistant provides essential administrative support to ensure the smooth and efficient operation of the office or department. This role is crucial in enhancing the overall effectiveness of the business by managing day-to-day administrative tasks and supporting senior management.
Job Title
- Executive Assistant
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Excellent English communication skills, both verbal and written.
- Strong time management skills with the ability to prioritize tasks effectively.
- Proactive, fast learner, and tech-savvy.
- Previous experience as a Virtual Assistant or Executive Assistant is highly regarded.
- Proficiency with Asana, Xero, and Microsoft Office Suite applications.
Job Responsibilities
- Manage emails, including filtering, setting up rules for emails and folders, responding to emails, and managing spam.
- Take meeting minutes with AI assistance.
- Maintain and update CRM databases and contact lists.
- Handle customer service emails and inquiries.
- Manage calendars, including sending meeting reminders to clients and the CEO.
- Set appointments and provide reminder services.
- Organize files using Dropbox, G Suite, and Google Drive.
- Perform data entry tasks in Microsoft Office, Open Office, and Google Docs.
- Create and manage spreadsheets in Excel.
- Prepare presentations in PowerPoint and Keynote.
- Convert, split, and merge PDFs as needed.
- Document internal processes and procedures on Google Sites.
- Develop flowcharts for processes and systems.
- Perform personal errands, such as purchasing gifts online.
- Assist in setting up processes, training sessions, and standard operating procedures (SOPs).
- Conduct online research as required.
- Reconcile bank statements and credit card transactions to ensure accuracy and identify discrepancies.
- Manage accounts payable by processing vendor invoices and accounts receivable by preparing and sending customer invoices.
- Perform additional administrative tasks as assigned by supervisors or management.
Good luck and God Bless!