Executive Assistant

@Petal and Company Productions Email Job

Job Detail

  • Job ID 114454
  • The City Hoboken, NJ
  • Experience 3+ Years
  • Degree Bachelors Degree
  • Amount of Hours Full-Time & Part-Time
  • Virtual / Remote Sometimes
  • Industry Other

Job Description

Reporting directly to the Company’s Founder as the Executive Assistant, you work independently performing a wide range of complex administrative and clerical support duties. This role requires excellent written and verbal communication skills and the ability to provide information and service to a wide range of internal and external contacts.

Responsibilities
• Work directly with the executive to support all aspects of their daily work routine.
• Provide high-level administrative support, including managing calendar, managing email accounts, scheduling meetings, and coordinating travel arrangements.
• Coordinate and participate in internal and external meetings, including scheduling, sending reminders, taking meeting minutes and assisting in the preparation and distribution of meeting agendas.
• Liaise with clients via email on behalf of the Executive to send business inquiries, follow-ups, contracts, invoices, proposals, and client surveys.
• Assist with sales and client management-related tasks, such as follow up phone calls, emails, and other communication to ensure customer satisfaction.
• Prepare internal and external documents including but not limited to proposals, contracts, and client surveys utilizing platforms such Google Workspace and Square Up.
• Create and maintain organizational databases including client contacts and project status reports.
• Maintain a comprehensive and accurate digital filing system including records of invoices and estimates, employee timesheets and hours, project specific documents, W9’s, Standard Operating Procedures and Workflow documents, client database, etc.
• Assist with budgets and accounting tasks such as invoice tracking and generating and sending invoices to clients.
• Handle printing, mail/overnight packages and returns, copying, and filing of company documents.
• Perform other duties, ad-hoc projects and provide support to other departments to support the overall success of the company.
• Maintain confidentiality and discretion in handling sensitive information and correspondence.

The Ideal Candidate
• A detail-oriented, self-starter with a resourceful nature
• Ability to prioritize and multi-task daily responsibilities for both yourself and the Executive.
• Energetic and eager to tackle new projects and ideas
• Possess a high degree of professionalism & ability to handle highly confidential information.
• Proficient in Microsoft Office and Google Suite
• Strong written and verbal communication skills
• Thrives in a fast-paced and ever-changing environment

Required skills

• Bachelor’s degree preferred. • Prior experience in supporting a senior executive or team • Excelle
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