Executive Assistant

Executive Assistant

DEFINITION

We are looking for a full-time Executive/Business Assistant to serve as the right-hand/Assistant to the owner/CEO of a painting business with operations across the U.S. This is a great opportunity to become an integral part of an executive team and learn the inner, high-level ins and outs of running a business.

SUPERVISION RECEIVED/EXERCISED

This person will be under the owner’s supervision, providing them with responsible administrative and financial support.

WHO ARE WE LOOKING FOR:

Must be ready to serve in a fast-paced, intense, evolving position. We are looking for someone with project management and financial management experience. Facilities management experience is a plus.

IMPORTANT AND ESSENTIAL DUTIES

We are looking for someone who can demonstrate senior-level experience and an expert-level skillset in the following areas:

• Significant executive support experience, including supporting C-level Executives
• Experience leading teams and coordinating projects.
• Experience handling financial software applications such as Quickbooks (Online and desktop), Salesforce and SAP.
• Expert in Office 365, Dropbox, Google Drive, and Microsoft Teams.
• Technical proficiency in quickly learning, implementing and troubleshooting

multiple online applications.

• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, senior

executives, staff, clients, and partners.

• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that

require a quick response or turnaround.

• Able to maintain a high level of integrity and discretion in handling confidential

information.

• Ability to switch gears at a moment's notice.
• High level of English - written and verbal.
• Experience in following up on Google reviews (weekly)
• Post photos online to Facebook/Google/etc. with written descriptions
• Collaborating with other management members to create employee handbooks and company policies.
• Filing important documents.
• Organizing information using software programs or a filing system.
• Assisting employees with any issues involving payroll, benefits, or management.
• Overseeing the payroll process and ensuring timely payments.
• Acting as a counselor or mediator to resolve conflict.
• Planning or leading training related to professional and personal development.
• Approving personal time off requests and creating company schedules.

RESPONSIBILITIES:

• Attend all huddles and meetings.
• Take notes of each meeting.
• Payments to suppliers by phone, prior authorization.
• Review, prioritize and follow up on multiple emails.
• Review Calendly and follow up with the corresponding areas.
• Management of Ring Central, take messages and follow up.
• Payment of services: electricity, water, internet, Facebook advertising, Craiglist,
• indeed, Certapro, and upper fence.
• Coordinate maintenance and payment in fumigation, gardening, plumbing,

masonry, laundry, and medical appointments.

• Agenda of internal and external meetings.
• Compilation and reconciliation of expenses of all companies.
• Manage documentation for new contracts with suppliers
• Purchases of tools and supplies.
• Audit reviews and customer payments.
• Incorporation of new collaborators.
• Prepare templates for meetings and numbers of statistics to follow up.

JOB-RELATED AND ESSENTIAL QUALIFICATIONS

• Communication: To succeed, the person at this tole should have strong communication skills. They must have excellent verbal and non-verbal skills in English to explain new concepts, manage teams and discuss company policies.

• Compassion: May foster relationships and build connections with a staff team. They help connect employees with upper management and support professionals during their careers. Compassion and empathy can help them build these important relationships.

• Delegation: May work independently or supervise a team. They may need to delegate or divide tasks to ensure efficiency.

• Collaboration: May work closely with other team members. For example, they may communicate and collaborate with a benefits plan administrator when helping new employees.

• Financial Experience: Should be able to handle financial operations such as inventory and vendor/provider transactions.

• Computer skills: Should have senior-level experience and an expert level skillset in the following areas:

• They may use software programs to track employees' payroll and benefits.

• High level of Microsoft Excel

• Quickbooks, Salesforce, SAP, or related applications

• Full knowledge of Office 365 (Powerpoint presentation, Excel inventories, Word documents, etc)

• Experience handling Google reviews

• Microsoft Teams

• G-suite

• RingCentral

• CRMs

MINIMUM QUALIFICATIONS

Education: Graduation from an accredited college or university with a Bachelor's Degree in business administration, public administration, or a closely related field.

Miscellaneous requirements:

● Must have a strong internet connection and appropriate hardware/computer

● Professional fluency in Spanish and English.

● Must come off friendly when speaking to others/customers and not be shy with

commercial customers.

● Should be able to travel to the US at least 2 times a year.

Then there's the great stuff:

● Opportunity for growth within the organization

● Working with people who know who you are and care about you

● Your ideas matter. We don’t care where the best idea came from as long as we

put the best solution in place.

● Open leadership style - let us know what you think.

Location:

Remote. Work from Home / Anywhere

Communication:

Must have good spoken and written English and a professional presentation (professional working environment in background, able to present themselves well on Zoom, etc). An introduction video will be requested.

• Spanish is a big plus.

Hours:

Monday - Friday, 9:00 am to 5:00 pm US Central Time

Salary:

• USD $1,300/Month
• Performance bonuses