Executive Assistant/Office Manager

Overview

We are seeking a dynamic and highly organized Executive Assistant/Office Manager to join our team and help drive our company's success. This role is vital in ensuring smooth daily operations, providing exceptional administrative support to executive leadership, and maintaining an efficient, welcoming office environment. The ideal candidate will possess a proactive attitude, excellent organizational skills, and the ability to manage multiple priorities with enthusiasm and precision. This paid position offers an exciting opportunity to contribute to a fast\-paced, innovative organization dedicated to excellence.

Duties

• Provide comprehensive administrative support to executives, including calendar management, travel arrangements, and meeting coordination using tools like Microsoft Outlook Calendar and Google Workspace.
• Manage office operations efficiently by overseeing supply inventory, coordinating maintenance, and ensuring a professional, organized workspace.
• Plan and coordinate company events, meetings, and team\-building activities with attention to detail and seamless execution.
• Handle incoming calls with professional phone etiquette on multi\-line phone systems; direct inquiries appropriately and take detailed messages.
• Maintain accurate records through data entry, filing systems, bookkeeping using QuickBooks, and document proofreading for correspondence and reports.
• Facilitate communication across departments by transcribing meetings, preparing reports, and supporting project coordination efforts.
• Serve as a front desk ambassador by greeting visitors, managing phone systems, and providing excellent customer service in a friendly manner.
• Utilize office software such as Microsoft Office Suite (Word, Excel, PowerPoint) for creating presentations, spreadsheets, and documents; ensure all materials are proofread meticulously.
• Support administrative tasks such as filing, data entry, transcription, and managing office supplies to ensure operational efficiency.
• Use tools like DocuSign for electronic signatures and assist with basic bookkeeping tasks including invoicing and expense tracking.
• Communicating with Escrow and Title to make sure we have smooth closings
• Marketing and Rebranding properties
• Attend business meetings and trainings as required
• Ship and mail items to the USPS, Fedex, UPS
• Being able to drive to properties, city offices, and other business related activities
• Processing light financial payments and bookkeeping activities
• CRM management and managing the virtual assistants
• Following up with Sellers, Buyers, City Employees, Architects, etc

Experience

• Proven experience as an executive assistant or office manager supporting senior leadership in a fast\-paced environment.
• Demonstrated proficiency in office management duties including calendar management, project coordination, and event planning.
• Strong computer literacy with expertise in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications (Gmail, Docs, Sheets), QuickBooks for bookkeeping, and familiarity with multi\-line phone systems.
• Excellent organizational skills with the ability to prioritize tasks effectively while maintaining attention to detail.
• Experience handling confidential information with discretion; strong proofreading and transcription skills are essential.
• Prior experience in customer service or front desk roles is highly desirable.
• Ability to adapt quickly to changing priorities while maintaining professionalism; familiarity with office experience procedures such as filing systems and data entry is preferred. Join us in this energetic role where your organizational talents will keep our operations running smoothly while supporting our team’s growth!
• Had experience in learning AI and open to incorporating it into daily tasks

Pay: $56,863\.29 \- $68,480\.52 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person