Job Description

The Executive Assistant role involves providing comprehensive administrative support to the CEO, CFO, and PM. Key responsibilities include managing phone calls, scheduling meetings, handling email correspondence, coordinating lunches, and organizing travel arrangements. The position requires excellent communication skills, attention to detail, and proficiency with various software tools.

Key Responsibilities:

• Provide seamless telephone coverage using the VOIP system, ensuring all calls are answered, screened, and messages are accurately taken and distributed.
• Efficiently manage the calendars and emails of the CEO, CFO, and PM, including scheduling meetings and sending calendar invites with Zoom/phone details.
• Ensure timely coordination of both in-person and virtual meetings, with regular reminders for upcoming meetings and calls.
• Compose and respond to business correspondence, maintaining a well-organized inbox and ensuring timely responses to emails.
• Coordinate and order lunches for the CEO, CFO, and PM, track costs, and maintain accurate logs of lunch orders and receipts.
• Organize travel arrangements, including booking flights and hotels, and coordinating other travel needs for the CEO, CFO, and PM.
• Demonstrate responsiveness, reliability, and a high degree of professionalism in all interactions.
• Maintain confidentiality, discretion, and professionalism while effectively managing multiple priorities and tasks.
• Be open to taking on additional responsibilities as needed in the future.

Requirements and Qualifications:

• High degree of professionalism at all times
• Fluency in English with strong speaking, reading, and writing skills
• Excellent interpersonal skills, both written and oral
• Responsiveness and reliability
• Ability to work independently and as a team player
• Self-starter who is extremely organized and detail-oriented with a strong commitment to accuracy
• Exceptional attention to detail and accuracy
• Ability to multitask and manage priorities effectively
• Ability to maintain a high level of confidentiality, discretion, and professionalism
• Good judgment and problem-solving skills
• Ability to remain calm under pressure
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Adobe, and DocuSign
• Previous administrative, finance, or accounting experience and knowledge are a plus.

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