About Us
We are a growing IT services company dedicated to providing outstanding technology solutions and customer service to businesses throughout our market. As we continue to expand, we are seeking a highly organized, proactive, detail-oriented Executive Assistant to serve as the right hand to the President and Owner.
This is more than a traditional administrative role. The successful candidate will have the opportunity to become deeply involved in day-to-day business operations, client relationships, project coordination, sales support, marketing initiatives, and executive-level decision-making. If you thrive in a fast-paced environment, enjoy wearing multiple hats, and want to be an integral part of a small but dynamic team, we'd love to hear from you.
Position Overview
The Executive Assistant serves as the primary administrative and operational support to the President and Owner while helping coordinate internal business functions. This individual must be highly organized, technologically proficient, professional, and capable of managing multiple priorities with minimal supervision.
The ideal candidate is a strong communicator, skilled problem-solver, and confident professional who can effectively interact with clients, vendors, employees, and executive leadership.
Key Responsibilities
Executive & Administrative Support
- Manage incoming phone calls, emails, and correspondence.
- Maintain and coordinate executive calendars, appointments, and meetings.
- Prepare reports, presentations, proposals, and business documents.
- Assist with travel arrangements, event planning, and meeting coordination.
- Handle confidential information with professionalism and discretion.
- Provide personal assistant support for the President as needed.
Customer Service & Client Management
- Serve as a primary point of contact for clients and vendors.
- Build and maintain strong client relationships.
- Respond to customer inquiries and ensure timely communication.
- Coordinate follow-up activities to promote outstanding customer satisfaction.
- Assist with account management and customer retention efforts.
Service Coordination & Dispatching
- Coordinate technician schedules and dispatch service requests.
- Monitor ticketing systems and ensure timely response and resolution.
- Prioritize incoming requests and communicate status updates to clients.
- Assist in maintaining service-level expectations and operational efficiency.
Accounting & Financial Administration
- Create and process customer invoices.
- Manage accounts receivable activities, including payment tracking and collections follow-up.
- Reconcile records and assist with bookkeeping functions.
- Support financial reporting and document organization.
- Work within Zoho and other financial systems.
Procurement & Vendor Management
- Order hardware, software, office supplies, and other business-related purchases.
- Coordinate equipment procurement for client projects.
- Maintain vendor relationships and negotiate pricing when appropriate.
- Track orders, deliveries, and inventory.
Project Coordination
- Assist in planning, scheduling, and tracking client projects.
- Communicate with internal teams and external stakeholders regarding project status.
- Maintain project documentation and timelines.
- Help ensure projects remain on schedule and within scope.
Sales & Marketing Support
- Assist with sales outreach and follow-up activities.
- Help manage CRM data and marketing campaigns.
- Support proposal creation and sales presentations.
- Coordinate social media, email marketing, and business development initiatives.
- Participate in growth strategies and marketing efforts as the company expands.
Required Qualifications
- Minimum 3 years of executive assistant, office management, or related experience.
- Exceptional organizational and multitasking abilities.
- Strong written and verbal communication skills.
- Advanced proficiency with Microsoft 365 (Word, Excel, Outlook, Teams, PowerPoint).
- Excellent computer literacy and typing skills.
- Ability to work independently and take initiative.
- Strong attention to detail and problem-solving abilities.
- Professional demeanor and customer-focused attitude.
- Ability to maintain confidentiality and exercise sound judgment.
Bonus Skills and Experience
- Experience in the IT, managed services, technology, or professional services industry.
- Experience with Zoho CRM, Zoho Desk, Zoho Books, or other Zoho applications.
- Experience with QuickBooks.
- Project management experience.
- Accounts receivable and invoicing experience.
- Dispatching or service coordination experience.
- Sales and marketing support experience.
- Familiarity with ticketing systems and customer service software.
Desired Characteristics
The ideal candidate is:
- Highly dependable and trustworthy.
- Extremely organized and detail oriented.
- Comfortable working in a fast-paced environment.
- Tech-savvy and quick to learn new software.
- Proactive rather than reactive.
- Professional when interacting with clients and executives.
- Able to anticipate needs and solve problems before they arise.
- Interested in growing with the company and taking on increased responsibility.
Benefits
- Competitive compensation
- Paid time off
- Professional development opportunities
- Exposure to executive leadership and business operations
- Opportunity for career growth within a growing technology company
- Participation in sales, marketing, and strategic business initiatives
Apply Today
If you're looking for an opportunity to become a key contributor in a growing business and enjoy working closely with company leadership, we'd love to hear from you. Submit your resume and a brief cover letter explaining why you'd be a great fit for this role.
Pay: $20.00 - $25.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
