Executive Assistant/Operations Associate

Position Summary

We are looking to hire an organized & detailed oriented Executive Assistant/Operations Associate to support two Executives. If you have an outgoing personality, can deal with a bit of chaos while staying focused you are the right person for this role. Strong multitasking skills will be essential as you address and anticipate up-to-the-minute executive needs, manage busy, ever-changing calendars and schedules, and facilitate company social media. A confident professional with a creative and entrepreneurial spirit, who possesses the strong ability to juggle competing priorities in a fast-moving environment.


What you will do:

- Responsible for managing extremely demanding calendars, including: scheduling meetings, conference calls and appointments, and coordinating travel arrangements.

- Welcome visitors, investors, potential partners, and founders to the office and ensure an excellent experience.

- Organizing own work; coordinating projects; setting priorities; meeting deadlines and following up on assignments with a minimum of direction.

- Assist with light computer and IT work as needed; keep track of company social media profiles.

- Assist 2 Executives with daily activities; including miscellaneous personal requests

- Maintain organized filing room; file apartment leases, accounts payable, & accounts receivable.

- Make copies and or scan all office correspondence and and receivables.

- Record keeping of basic bank reconciliations, once a month; properly file, 5 hours a month (no bookkeeping experience necessary)

- Withdrawal and tracking of tenant security accounts, maintain all tenant security accounts and keep up to date.

- Cover receptionist and all incoming calls when receptionist is out to lunch ( 45 minutes a day)

- Go to Post Office and bank when necessary, and fill out all mailings to make ready for post office


Required Skills & Experience:

- At least 2 years of relevant experience

- Four year degree strongly preferred

- Excellent communication skills -- both written and verbal

- Excellent Email, PowerPoint, Excel, QuickBooks skills and internet research skills

- Ability to be both attentive to detail but able to still see the big picture

- Ability to multi-task and prioritize projects amongst constant change

- Excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of management, staff, and external stakeholders.