Executive Assistant

Job Overview

We are seeking a highly organized and proactive Executive Assistant and Chief Marketer to provide comprehensive administrative support to our growing team. The ideal candidate will possess exceptional multitasking abilities, strong communication skills, and a keen attention to detail. This role requires a professional who can manage various administrative tasks while maintaining a high level of confidentiality and professionalism. The role is for a smaller sized business so backgrounds in marketing and/or sales are strongly preferred.

Job includes a base salary and benefits as well as bonus incentives paid as a percentage of company profits at the end of each year. A skilled internal EA will be given priority for promotion to CMO or COO should the company continue to expand. The company has a main office in the Boston, MA area but most of the work can be done remotely. Regardless, applicants are asked to reside in southern New Hampshire or in the East Massachusetts area.

Candidates who previously applied to this role will be given priority. If you have previously applied for the role please mention it in a personal message along with your application.

Duties

• Provide executive administrative support, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Assist in event planning and organization for company events and meetings as well as in researching events by others and how the company can best make their presence at such events.
• Handle bookkeeping tasks using QuickBooks, ensuring accurate financial records are maintained. Assisting in running payroll
• Coordinate projects and ensure timely completion of deliverables while managing project timelines.
• Maintain office management duties, including ordering supplies and managing equipment.
• Assist in the Hiring and Onboarding Process of other Staff members
• Perform data entry, filing, and clerical tasks to support the smooth operation of the office.
• Manage phone etiquette by handling multi\-line phone systems and directing calls appropriately.
• Utilize Microsoft Office Suite and Google Workspace for document creation, proofreading, transcription, and data management.
• Provide customer service support by addressing inquiries and assisting clients as needed.
• Monitoring emails addressed to the EA, CEO, and Company general inbox, directing and organizing the emails appropriately
• Maintain organized records and files for easy retrieval of information. Assisting in maintaining cloud or other backup systems for company files.
• Set up and QC Projects in AutoCAD and PDF. Engineering and CAD knowledge not required, and basic CAD skill is fairly easy to learn, particularly for anyone who is tech savvy. QC primarily would focus on items such as project organization, word spelling, etc.
• Lead Marketing Efforts including Cold Calling, Setting up Meet and Greets, Social Media and Email Campaigns through HubSpot or other similar platform.
• Tracking Project Proposal and noting Why certain Proposals did not go through.

Requirements

• Minimum 2 years of verifiable experience as an Executive Assistant or in other administrative roles with a strong focus on executive support.
• Strong organizational skills with the ability to prioritize tasks effectively.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint) and Google Workspace tools (Docs, Sheets).
• Familiarity with QuickBooks for bookkeeping purposes is preferred but not mandatory.
• Excellent typing skills with attention to detail in proofreading documents.
• Experience in project coordination and office management is highly desirable.
• Ability to handle confidential information with discretion.
• Strong communication skills both written and verbal, with a professional phone demeanor.
• Strong knowledge of Social Media for Commercial Use is a must.
• Previous experience as a personal assistant is a plus.
• Knowledge of DocuSign and Bluebeam for electronic signatures is advantageous. Join our team as an Executive Assistant where you will play a vital role in supporting our executives while contributing to the overall success of our organization!
• Marketing and/or Sales degrees and/or backgrounds are a plus. Experience and skill will be weighed more heavily compared to degrees and other certifications.
• AI utilization skills and knowledge with AI image and Video generations are also a plus.

Job Types: Full\-time, Part\-time

Pay: $50,000\.00 \- $80,000\.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule
• Health insurance
• Paid time off
• Parental leave
• Retirement plan

Work Location: Hybrid remote in Somerville, MA 02143