Executive Assistant

Responsibilities

• Provide comprehensive administrative support to the executive team, including preparing memos, reports, invoices, and maintaining organized records.
• Maintain basic bookkeeping and expense tracking: compile expense reports, reconcile receipts, and assist with related clerical tasks.
• Manage calendars and scheduling: coordinate meetings, appointments, and reminders; prioritize and resolve scheduling conflicts.
• Coordinate travel arrangements, including booking flights, accommodations, and preparing detailed itineraries.
• Oversee email and inbox management: triage messages, draft routine responses, flag and escalate urgent items, and ensure timely follow-up.
• Handle professional phone communications and client-facing correspondence using company-approved channels and etiquette.
• Prepare meeting materials: develop agendas, gather supporting documents, and take concise meeting minutes as required.
• Manage event logistics and vendor relationships: obtain quotes, coordinate services, and communicate requirements clearly with vendors.
• Support client coordination: schedule sessions, confirm appointments, and respond to routine client inquiries in line with company guidelines.
• Provide limited sales support (optional/secondary responsibility): organize and maintain contact or lead lists, qualify inbound inquiries, and forward qualified prospects to the sales team. This is intended as administrative assistance rather than a primary sales role.
• Perform ad-hoc administrative duties and special projects as assigned.

Required Qualifications

• Bachelor's degree in Psychology, Counseling, Business Administration, Communications, or a related field, or equivalent practical experience.
• Minimum 2 years of administrative, executive assistant, or operations support experience.
• Proven proficiency with Microsoft Office (Word, Excel, Outlook) and Google Workspace (Gmail, Calendar, Drive).
• Experience with calendar management, travel coordination, and basic bookkeeping or expense tracking.
• Strong written and verbal communication skills; professional phone and email etiquette.
• Demonstrated ability to handle confidential information with discretion.
• Excellent organizational skills and attention to detail, with the ability to prioritize tasks and meet deadlines.