Executive Assistant

Key Responsibilities
Administrative & Executive Support

Provide day-to-day administrative support to management and office staff

Manage calendars, appointments, meetings, and scheduling

Answer and direct incoming phone calls and respond to general inquiries

Monitor and respond to emails and correspondence

Prepare letters, reports, forms, spreadsheets, and other office documents

Maintain organized electronic and physical files and records

Assist with meeting preparation, agendas, minutes, and follow-up items

Maintain office supplies and ensure the office remains organized and properly stocked

Bookkeeping & Financial Administration

Assist with routine bookkeeping and financial recordkeeping

Enter and organize invoices, receipts, bills, and payments

Assist with accounts payable and accounts receivable

Track expenses and maintain accurate financial records

Assist with monthly financial reporting and reconciliation

Coordinate with outside accountants, bookkeepers, and financial professionals as needed

Assist with payroll preparation and related administrative tasks

Purchasing & Vendor Management

Handle routine office and operational purchasing

Obtain pricing and quotes from vendors

Place and track orders

Maintain vendor records and contact information

Communicate with vendors regarding orders, invoices, deliveries, service calls, and issues

Help coordinate maintenance, repairs, and outside services

Ensure vendors and service providers receive the information they need in a timely manner

Grant & Funding Assistance

Assist with researching available grants and funding opportunities

Help identify grants for which the organization may qualify

Assist with preparing and organizing grant applications and supporting documentation

Maintain a calendar of grant deadlines, requirements, and reporting obligations

Gather financial, organizational, and operational information needed for applications

Assist with grant follow-up, reporting, and recordkeeping

Communicate with grant administrators and funding organizations as needed

Grant & Funding Assistance

Assist with researching available grants and funding opportunities

Help identify grants for which the organization may qualify

Assist with preparing and organizing grant applications and supporting documentation

Maintain a calendar of grant deadlines, requirements, and reporting obligations

Gather financial, organizational, and operational information needed for applications

Assist with grant follow-up, reporting, and recordkeeping

Communicate with grant administrators and funding organizations as needed

Qualifications
Previous experience in an administrative, executive assistant, office management, or similar role

Bookkeeping experience preferred

Experience with payroll and basic financial administration preferred

Strong organizational and time-management skills

Excellent written and verbal communication skills

Professional telephone and customer-service skills

Strong attention to detail and accuracy

Ability to manage multiple priorities and meet deadlines

Comfortable working independently and taking initiative

Proficiency with Microsoft Office, Google Workspace, spreadsheets, email, and general office technology

Experience communicating with vendors and outside professionals

Grant-writing or grant-administration experience is a plus