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