Executive Assistant
Position Overview
We are seeking a highly organized, proactive, and resourceful Executive Assistant to support a neob owner and assist with the daily operations of our manufacturing and distribution facility. This role combines executive support, office administration, customer service, bookkeeping assistance, and operational coordination.
The ideal candidate is detail-oriented, capable of managing multiple priorities, and comfortable working in a fast-paced environment. This position plays a key role in ensuring efficient office operations while supporting leadership with scheduling, communications, project coordination, and facility administration.
Key Responsibilities
Executive Support
- Manage and maintain executive calendars.
- Coordinate meetings, appointments, travel arrangements, and special events.
- Screen calls, emails, and correspondence, responding or escalating as appropriate.
- Prepare reports, presentations, meeting agendas, and other business documents.
- Maintain confidential executive and company information.
Operations & Facility Coordination
- Assist with the day-to-day administration of facility operations.
- Coordinate maintenance requests, service providers, deliveries, and vendor communications.
- Track operational projects and follow up on outstanding tasks.
- Support inventory management and purchasing activities.
- Help ensure facility records and documentation remain organized and up to date.
Administrative Support
- Perform data entry, filing, record keeping, and document management.
- Manage office supplies and coordinate the purchasing of administrative materials.
- Maintain organized physical and digital filing systems.
- Support onboarding and administrative processes for new employees.
Customer & Vendor Relations
- Serve as a professional first point of contact for visitors, customers, suppliers, and service providers.
- Answer and direct calls using a multi-line phone system.
- Assist with customer inquiries and coordinate internal follow-up when required.
Bookkeeping & Financial Administration
- Assist with invoicing, accounts payable, accounts receivable, and expense tracking.
- Support bookkeeping activities using QuickBooks.
- Organize financial records and documentation for management and accounting purposes.
Qualifications
Required
- Minimum 3 years of experience in an Executive Assistant, Administrative Assistant, Office Manager, or Operations Coordinator role.
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Experience using Google Workspace (Gmail, Calendar, Drive, Docs, Sheets).
- Excellent organizational and time-management skills.
- Strong written and verbal communication abilities.
- High level of professionalism and discretion when handling confidential information.
- Ability to work independently and manage competing priorities.
Preferred
- Experience with QuickBooks and basic bookkeeping functions.
- Experience supporting manufacturing, warehouse, distribution, or facility operations.
- Familiarity with DocuSign and document management systems.
- Experience coordinating vendors, contractors, or facility services.
- Knowledge of inventory tracking and purchasing processes.
Personal Attributes
- Highly dependable and self-motivated.
- Strong problem-solving abilities.
- Exceptional attention to detail.
- Positive, professional attitude.
- Comfortable working in a dynamic entrepreneurial environment.
- Ability to anticipate needs and take initiative without constant direction.
If you are an organized professional who enjoys helping leaders stay focused while keeping operations running smoothly, we encourage you to apply.
Pay: From $55,000.00 per year
Benefits:
- Casual dress
- Dental care
- On-site parking
- Store discount
- Vision care
Application question(s):
- How many years of experience do you have supporting executives, managers, or business owners
Education:
- Secondary School (preferred)
Experience:
- Administrative: 3 years (preferred)
Work Location: In person
