Responsibilities 

• Coordinate meetings, offsites, and leadership gatherings, including materials, logistics, and follow-up 

• Track action items and follow up to ensure commitments and deadlines are met 

• Anticipate needs and help keep leadership prepared for upcoming meetings and priorities  

• Support planning and execution of internal meetings, events, and cross-functional initiatives 

• Assist with preparation and organization of reports, presentations, and internal materials sourced from Jobber and QuickBooks Online and leveraging Microsoft Excel 

• Enter data as needed for insurance and other requests 

• Check mail and enter bills into Accounts Payable in QuickBooks Online 

• Post checks to invoices in Jobber 

• Prepare reports and timesheets for payroll setup 

• Answer phones 

• Book appointments 

• Follow up on Accounts Receivable 

• Follow up with customers for QA and reviews 

• Timesheet management for crew 

• Serve as a coordination point between leadership, internal teams, and external partners 

• Keep workstreams organized across multiple priorities and stakeholders  

• Assist with expense reporting review and general administrative support for the bookkeeper 

• Support light transactional and coordination activities (vendor setup, purchase tracking, etc.) 

• Coordinate facility-related needs and act as a point of contact for building maintenance at HQ 

• Support front office coverage and guest coordination as needed  

Requirements  

• Highly organized with the ability to manage multiple priorities and shifting timelines 

• Proactive and self-directed – identifies what needs to be done and takes action without waiting for direction 

• Comfortable operating in a fast-paced environment with frequent interruptions and competing demands 

• Strong follow-through – able to track details and ensure tasks are completed end-to-end 

• Professional, personable, and service-oriented with strong communication skills 

• Able to interact confidently with senior leadership and external stakeholders 

• Willing and able to follow up, push for clarity, and hold others accountable when needed 

• High attention to detail and strong sense of ownership over work 

• Resilient and steady under pressure; able to handle a high volume of small tasks alongside larger priorities  

Experience & Skills  

• 3–5 years of experience in an executive assistant, administrative, or coordination role supporting leaders 

• Strong proficiency with Microsoft Office (Outlook, Excel, Word, PowerPoint) 

• Experience managing multiple priorities and deadlines in a fast-paced environment 

• Experience handling sensitive information with discretion  

• Exposure to CRM systems, expense reporting, or basic accounting processes 

• Experience coordinating events, meetings, or executive offsites 

• Experience in payroll and time keeping