Executive Assistant

**Executive Assistant**

**DEFINITION**
We are looking for a full-time Executive/Business Assistant to serve as the right-hand/Assistant to the owner/CEO of a painting business with operations across the U.S. This is a great opportunity to become an integral part of an executive team and learn the inner, high-level ins and outs of running a business.

**SUPERVISION RECEIVED/EXERCISED**
This person will be under the owner’s supervision, providing them with responsible administrative and financial support.

**WHO ARE WE LOOKING FOR**:
Must be ready to serve in a fast-paced, intense, evolving position. We are looking for someone with project management and financial management experience. _Facilities management experience is a plus._

**IMPORTANT AND ESSENTIAL DUTIES**
We are looking for someone who can demonstrate senior-level experience and an expert-level skillset in the following areas:

- Significant executive support experience, including supporting C-level Executives
- Experience leading teams and coordinating projects.
- Expert in Office 365, Dropbox, Google Drive and Microsoft Teams.
- Exceptional organizational skills and impeccable attention to detail.
- High degree of professionalism in dealing with diverse groups of people, senior executives, staff, clients, and partners.
- Make appropriate, informed decisions regarding priorities and available time.
- Ability to complete a high volume of tasks and projects with little or no guidance.
- Ability to react with appropriate levels of urgency to situations and events that require a quick response or turnaround.
- Able to maintain a high level of integrity and discretion in handling confidential information.
- Ability to switch gears at a moment's notice.
- High level of English - written and verbal.
- Experience in following up on Google reviews (weekly)
- Post photos online to Facebook/Google/etc. with written descriptions
- Collaborating with other management members to create employee handbooks and company policies.
- Filing important documents.
- Organizing information using software programs or a filing system.
- Assisting employees with any issues involving payroll, benefits, or management.
- Overseeing the payroll process and ensuring timely payments.
- Acting as a counselor or mediator to resolve conflict.
- Planning or leading training related to professional and personal development.
- Approving personal time off requests and creating company schedules.

**RESPONSIBILITIES**:

- Attend all huddles and meetings.
- Take notes of each meeting.
- Payments to suppliers by phone, prior authorization.
- Review Calendly and follow up with the corresponding areas.
- Management of Ring Central, take messages and follow up.
- Payment of services: electricity, water, internet, Facebook advertising, Craiglist,
- indeed, Certapro, and upper fence.
- Coordinate maintenance and payment in fumigation, gardening, plumbing, masonry, laundry, and medical appointments.
- Agenda of internal and external meetings.
- Compilation and reconciliation of expenses of all companies.
- Manage documentation for new contracts with suppliers
- Purchases of tools and supplies.
- Audit reviews and customer payments.
- Incorporation of new collaborators.
- Prepare templates for meetings and numbers of statistics to follow up.

**JOB-RELATED AND ESSENTIAL QUALIFICATIONS**
- **Communication**:To succeed, the person at this tole should have strong communication skills. They must have excellent verbal and non-verbal skills in English to explain new concepts, manage teams and discuss company policies.
- **Compassion**:May foster relationships and build connections with a staff team. They help connect employees with upper management and support professionals during their careers. Compassion and empathy can help them build these important relationships.
- **Delegation**:May work independently or supervise a team. They may need to delegate or divide tasks to ensure efficiency.
- **Collaboration**:May work closely with other team members. For example, they may communicate and collaborate with a benefits plan administrator when helping new employees.
- **Financial Experience**:Should be able to handle financial operations such as inventory and vendor/provider transactions.
- **Computer skills**:Should have senior-level experience and an expert level skillset in the following areas:

- They may use software programs to track employees' payroll and benefits.
- High level of Microsoft Excel
- Full knowledge of Office 365 (Powerpoint presentation, Excel inventories, Word documents, etc)
- Experience handling Google reviews
- Microsoft Teams
- G-suite
- RingCentral
- CRMs

**MINIMUM QUALIFICATIONS**
**Education**:Graduation from an accredited college or university with a Bachelor's Degree in business administration, public administration, or a closely related field.

**Then there's the great stuff**:

- Opportunity for growth within the organization
- Working with people who know who you are