About the job

Our client is seeking a highly organized, proactive, and detail-oriented Executive Assistant to support both our CEO & CFO. This is a hybrid role that combines high-level administrative support with accounting functions. This position will support the executive team by managing schedules, coordinating meetings, handling communications, and performing various accounting duties such as managing invoices, handling expense reports, and maintaining financial records. The ideal candidate is detail-oriented, highly organized, and has a solid understanding of basic accounting principles.

Key Responsibilities:

1. CEO Support:

• Serve as the gatekeeper for the President’s calendar, scheduling and coordinating meetings, appointments, and travel arrangements.
• Ensure that the President’s time is effectively utilized, with a focus on high-priority tasks and strategic initiatives.
• Manage the President’s email inbox, ensuring important messages are prioritized and responded to promptly.
• Draft, proofread, and send communications on behalf of the President.
• Handle inbound calls, ensuring that the President can focus on key tasks without interruptions.

2. Project and Task Coordination:

• Assist in the planning and execution of projects and tasks that are crucial to the President's success.
• Track progress on key initiatives and ensure deadlines are met.
• Prepare reports, presentations, and other documents as required.

3. Marketing & Sales Engagement

• Create newsletters and marketing materials (utilizing a graphic designer)
• Create daily LinkedIn marketing posts
• Utilize MDF funds and engage with key lead sources to generate sales leads

4. Accounting & General Admin

• Create accurate AR / AP reports
• Communicate with vendors and customers to maintain payment accuracy
• Administrative and assistant support
• Process improvement & system implementation
• Team Communication & Collaboration

5. HR Activities

• On board new employees
• Assist in hiring process
• Conduct office new hire company orientation
• Liaise with recruiter

6. Office Management

• Oversee the general administration of the President’s office, ensuring it operates efficiently.
• Order supplies, manage office resources, and handle other logistical tasks as needed.

• The President’s calendar is efficiently managed, with minimal conflicts and optimal use of time.
• The President is well-prepared for meetings and tasks, with necessary materials and information provided in advance.
• The president is able to spend quality time with his family after 5PM Monday - Friday and not work on weekends.
• Communications (emails, calls, etc.) are handled promptly and professionally.
• Projects are completed on time and meet the quality expectations set by the President.
• The office environment is organized, and administrative tasks are handled smoothly.

• 5 Years+ Proven experience as an Executive Assistant or in a similar role.
• Proficiency in Google Suite, Microsoft Office, and other relevant software.
• Excellent organizational, time management, and multitasking skills.
• Strong communication skills, both written and verbal.
• Ability to work independently and make decisions with minimal supervision.
• Discretion and confidentiality in handling sensitive information.
• Experience with project management and process improvement is a plus.

• Ability to adapt to changing priorities and work under pressure.
• A proactive approach to problem-solving and a strong sense of initiative.
• Familiarity with QuickBooks/Xero or similar accounting systems is desirable.