Executive Assistant

Company Overview

Our team is revolutionizing the accounting industry, and finding exceptional people to solve challenging problems is a top priority as we execute this vision. If you are ready to make a meaningful impact in the mental health industry while supporting a passionate team, we invite you to apply today at GreenOak Accounting!

Summary

The Personal Assistant is responsible for managing the owner’s business and personal affairs, ensuring her time and energy are focused on high-priority tasks. This role requires a proactive, detail-oriented individual with exceptional organizational and problem-solving skills. The ideal candidate thrives in a fast-paced environment, can work independently, and adapts quickly to changing priorities. This part-time position requires 20–29 hours per week and must be located in the Bristow, Gainesville, or Manassas area to complete essential in-person errands. This will be a hybrid role.

Essential Functions & Responsibilities:

• Email & Communication Management
• Manage the owner’s email inbox, responding on her behalf and acting as a gatekeeper.
• Handle incoming and outgoing correspondence with professionalism and discretion.
• Assess whether solicitations or new software tools are worth considering and filter out unnecessary emails.
• Recognize key industry players, prioritize responses, and ensure timely follow-up.
• Provide a daily summary of the items that require attention, input, or a personal response.
• Delegate emails to other team members as appropriate.
• Calendar & Scheduling
• Manage the owner’s personal and professional calendar, including scheduling appointments, blocking transition times, and ensuring a lunch break.
• Reserve uninterrupted time for high-priority tasks and ruthlessly protect the calendar from unnecessary meetings.
• Coordinate personal engagements, family activities, and other commitments.
• Travel Management
• Arrange seamless scheduling for the owner’s business travel, including flights, hotels, ground transportation, and activities.
• Occasionally coordinate family travel.
• Business Errands & Document Handling
• Pick up mail from the office, scan and organize documents, and manage mail-related tasks such as printing and shipping tax returns.
• Collect items from the owner’s home for shipping, such as computers for new team members.
• Event Planning
• Coordinate logistics for team events, including travel, accommodations, activities, and meals while taking into consideration physical abilities, dietary restrictions and more.
• Gift Purchasing
• Source and purchase thoughtful gifts for team members, clients, family, and holidays, with a knack for finding the perfect item.
• Personal Errands & Support
• Run personal errands such as returning online purchases, picking up ordered items, purchasing gift cards, and ordering supplies.

Skills, Abilities & Experience:

• Strong organizational and project management skills.
• Excellent written and verbal communication skills.
• Proactive problem solver with the ability to manage competing priorities and adapt to last-minute changes.
• Keen attention to detail and ability to anticipate the owner’s needs.
• Experience managing calendars and travel logistics is preferred.
• Tech-savvy, with proficiency in tools like G Suite and task management software.

Working Conditions & Physical Requirements:

• Must be able to work from a confidential home office setup with a secure, hard‐wired internet connection.
• Must be able to remain in a stationary position (sit/stand at computer) for long periods of time.
• Must be able to communicate virtually with team members.

Additional Information:

This job description does not form part of a contract of employment although you are required to meet

the expectations it sets out. This list of accountabilities, skills and competencies is not exhaustive, and

may, from time to time, be amended by the Company in writing or verbally. This description reflects

management’s assignment of essential functions, it does not prescribe or restrict the tasks that may be assigned.

Equal Opportunity Statement:

Green Oak Accounting is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive and respectful environment for all employees.

Job Types: Full-time, Part-time

Pay: $20.00 - $24.00 per hour

Expected hours: 20 – 29 per week

Benefits:

• 401(k)
• Paid time off

Schedule:

• Day shift
• Monday to Friday

Work Location: Hybrid remote in Manassas, VA 20109

Salary : $20 - $24