EXECUTIVE ASSISTANT W/ BOOKKEEPING EXP

Position: Executive Assistant with Bookkeeping Experience Number of hours: 40 hours/week Schedule: EST Tasks required: • Maintain and coordinate executive calendars, ensuring effective time management and scheduling of meetings, appointments, and travel arrangements • Manage emails, input orders, and updating tracker/sheet • Handled customer service support when needed • Serve as the primary point of contact between executives and internal/external stakeholders, including screening and prioritizing emails and phone calls • Plan, book, and organize complex domestic and international travel itineraries, including flights, accommodations, and ground transportation • Prepare and edit reports, presentations, and documents, while maintaining an organized filing system for easy retrieval • Assist in preparing meeting agendas, taking meeting minutes, and ensuring timely distribution of materials to participants • Manage expense reports, receipts, and reimbursements for executives, maintaining accurate records and tracking expenditures • Provide project support by conducting research, gathering data, and assisting with project coordination and follow-ups • Handle sensitive and confidential information with the utmost discretion and professionalism • Proactively identify and resolve administrative issues, demonstrating a solution-oriented approach • Collaborate effectively with other team members and departments to ensure seamless workflow and the achievement of organizational goals • Other ad hoc tasks that would be assigned Requirements: • Must have 3 years' work experience as a Virtual Executive Assistant for C-level executives or a relevant role • Bachelor’s degree or equivalent experience is preferred • Background in accounting is preferred • Familiarity with current technologies, like desktop sharing, cloud services and VoIP (GSuite, Zoom, Slack, Asana, Notion, etc.) • Strong proficiency in office software and communication tools • Has knowledge with using accounting software (specifically Quickbooks & Excel) • Knowledge of online calendars and scheduling (Calendly, Google Calendar) • Excellent verbal and written English communication skills • Discretion and the ability to handle confidential information • Excellent phone, email and instant messaging communication skills • Highly organized and detail-oriented; able to efficiently prioritize multiple tasks • Adaptability and a proactive mindset • Professional demeanor and strong interpersonal skills • Ability to work independently and in a team-oriented environment