Executive Administrative Assistant

Executive Administrative Assistant

*Role Overview*

We are looking for a dependable, organized, and highly responsive *Executive Administrative Assistant* to support the daily administrative needs of management and the company.

This is a hands-on position with responsibility for keeping communications, schedules, follow-ups, documents, and general office matters organized and moving forward. The ideal candidate is comfortable working in a fast-moving small-business environment where priorities can change and important matters require timely follow-through.

The position will work closely with management and our existing administrative staff. While our current administrative team will continue handling specialized accounting, payroll, compliance, and regulatory functions, this role will provide broader day-to-day administrative coverage and coordination.

The position may be *part-time or full-time*, depending on experience, availability, and company needs.

Core Responsibilities

* *Communications:* Monitor and manage general company emails, phone calls, messages, and correspondence; respond when appropriate and route matters to the correct person.
* *Scheduling & Agenda Management:* Coordinate appointments, meetings, calendars, reminders, and management schedules.
* *Administrative Follow-Up:* Track pending matters and actively follow up with employees, suppliers, customers, contractors, government offices, and other contacts until matters are resolved.
* *Executive & Management Support:* Assist management with documents, correspondence, scheduling, information gathering, calls, meetings, and other administrative priorities.
* *General Office Administration:* Prepare letters, forms, reports, spreadsheets, and routine business documents; maintain organized digital and physical files.
* *Office Coverage:* Provide consistent administrative availability during working hours, receive visitors, coordinate deliveries, and help ensure that incoming matters do not remain unattended.
* *Vendor & Service Coordination:* Request quotations, schedule services, communicate with suppliers and contractors, and follow up on purchases, repairs, deliveries, and other company needs.
* *Records & Documentation:* Maintain organized company, employee, vendor, and operational records and assist with collecting documentation needed for accounting, compliance, HR, or management purposes.
* *Project Support:* Assist management and administrative staff with special projects, research, document preparation, data entry, and coordination.
* *Team Support:* Work closely with accounting, operations, sales, and management to help keep administrative matters organized across the company.

Requirements

* Previous experience as an *Executive Assistant, Administrative Assistant, Secretary, Office Coordinator, or similar position*.
* Strong written and verbal communication skills in *Spanish and English*.
* Excellent organization and follow-through.
* Ability to manage multiple priorities and distinguish urgent matters from routine matters.
* Comfortable taking initiative and following up without requiring constant supervision.
* Strong proficiency with email, calendars, *Microsoft Office*, and general computer systems.
* Professional and confident communicating with employees, customers, suppliers, contractors, professionals, and government offices.
* High level of discretion and good judgment when handling confidential or sensitive company matters.
* Reliable attendance and availability are important for this position.
* Ability to work effectively in a small-business environment where priorities and responsibilities may change throughout the day.

Preferred Qualifications

* Experience with *QuickBooks, SURI, payroll documentation, HR records, or similar administrative systems*.
* Experience supporting business owners, executives, or senior management.
* Familiarity with purchasing, vendor coordination, bookkeeping support, or government documentation.

*What We Are Looking For*

This role is best suited for someone who takes ownership of pending matters, communicates clearly, stays organized under pressure, and understands that administrative work is an important part of keeping the business operating effectively.

Pay: $* - $* per hour

Education:
* Associate (Preferred)

Experience:
* secretary: 1 year (Preferred)

Language:
* English (Preferred)

Work Location: In person