Job Summary
We are seeking a highly organized and proactive Assistant to provide comprehensive administrative support to upper management and office staff. The ideal candidate will possess excellent communication skills, strong attention to detail, have QuickBooks online experience and the ability to manage multiple tasks efficiently. This role involves coordinating various projects, managing calendars, handling correspondence, and ensuring smooth office operations
Responsibilities
- Manage and maintain calendars using Microsoft Outlook Calendar and Google Workspace, scheduling meetings, appointments, and events with precision.
- Handle all billing correspondence in Quickbooks online for management and clients
- Handle phone etiquette with multi-line phone systems and manage incoming calls professionally.
- Perform data entry, filing, and general clerical tasks to ensure organized record-keeping.
- Assist with bookkeeping tasks using QuickBooks Online and handle basic office management duties.
- Support project coordination efforts by tracking deadlines, preparing agendas, and following up on action items.
- Manage office supplies inventory and oversee front desk operations to ensure a welcoming environment.
- Utilize Office experience and computer literacy skills to streamline workflow processes.
- Use DocuSign for electronic document signing and facilitate communication across teams via Google Workspace tools.
- Provide personal assistant support as needed to ensure executives’ schedules are optimized for efficiency.
Qualifications
- Strong office management skills.
- Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced environment.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Microsoft Outlook Calendar & Email, Google Workspace, and data entry tools.
- Strong typing skills along with proofreading and transcription abilities.
- Experience with bookkeeping software QuickBooks online is required.
- Exceptional phone etiquette and customer service skills for professional communication.
- Ability to coordinate multiple projects simultaneously while meeting deadlines.
- Office experience including filing systems, clerical work, front desk responsibilities, and office experience is required. This position offers an opportunity to work in a dynamic environment where organizational excellence is valued. The successful candidate will be instrumental in supporting executive leadership through efficient office management and effective communication strategies.
- This is an in-person, full time 5 day per week, 40 hours plus position (if you cannot fulfill these duties do not apply)
Please do not contact our office in regards to this job posting. No phone calls will be accepted.
Job Type: Full-time
Pay: $50,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Application Question(s):
- Are you experienced in Quickbooks Online?
- Are you able to work Monday through Friday from 8:30am till 5pm
Experience:
- Office Management: 5 years (Required)
Work Location: In person
