Executive Assistant

Job Title: Executive Assistant

Location: On-Site | Reno, NV, Sparks, NV or Truckee, CA

Working hours: 8:00 AM - 5:00 PM, full-time, no overtime (or weekends).

About Us:

We are a dynamic and entrepreneurial firm providing expert tax solutions, accounting, business brokerage, and wealth management services. At Keystone, we are committed to creating a people-first culture that values continuous growth, collaboration, and a positive work-life balance. We are seeking an organized and proactive Executive Assistant to support our Operations Director, who oversees critical functions such as billing, payroll, client services, HR, staff reporting, technology management, and building operations for our firm-owned property.

Position Overview:

The Executive Assistant will be a key resource, providing operational and administrative support to ensure smooth day-to-day functions. This individual will work on-site in Reno, Nevada, supporting the Operations Director and occasionally assisting the Managing Principal (per direction of the Ops Director) with administrative tasks and business operations. The role offers exposure to multiple business functions, including HR, marketing, technology, and finance.

Key Responsibilities:

Administrative Support:

Manage executive schedules, appointments, and meetings.

Handle phone calls, emails, and correspondence..

Organize and maintain files and records.

Ensure that the Operations Director has the necessary supplies and resources to manage firm operations efficiently.

Client Interaction:

Serve as a point of contact between executives and clients.

Schedule client meetings and coordinate logistics.

Assist with client inquiries and ensure timely responses.

Operations & Office Management:

Assist in overseeing day-to-day office operations.

Monitor supply inventory and equipment management for the office.

Provide direct support to the Operations Director for project and vendor coordination.

Financial Administration:

Assist with billing, invoicing, and expense reports.

Track and reconcile accounts and budgets.

Prepare financial reports and summaries as needed.

Technology & Equipment Support:

Ensure executives have functional equipment and troubleshoot issues.

Coordinate with IT for hardware or software requirements.

Assist with acquiring and setting up new technology for leadership.

Event Planning:

Coordinate travel arrangements for executives and staff.

Handle event logistics, including venue booking and catering.

Human Resources & Compliance:

Assist with onboarding, benefits administration, and HR compliance.

Maintain and track certifications, PTO, and other staff-related metrics.

Draft and review policies and procedures as required.

Support for Executive Leadership:

Provide personalized support to executives, including managing personal tasks.

Anticipate the needs of executives and proactively address them.

Assist with strategic planning and administrative tasks as needed.

Confidentiality & Compliance:

Maintain confidentiality of sensitive information.

Ensure compliance with firm policies and procedures.

Assist with document retention and regulatory compliance requirements.

Qualifications:

Experience: Previous experience as an Executive Assistant or in operations support, preferably in a professional services environment.

Skills: Strong organizational and time-management skills, attention to detail, and the ability to prioritize tasks effectively.

Tech-Saviness: Proficiency with Microsoft Office Suite and project management tools.

Interpersonal: Excellent communication skills and the ability to maintain professionalism in high-pressure situations.

Adaptability: Willingness to handle a variety of tasks and work overtime during busy seasons.

Problem Solver: Ability to troubleshoot and creatively resolve issues independently.

Interest Areas: Interest or experience in HR, marketing, or accounting is a plus.

Keystone Benefits & Highlights:

Health Benefits: Comprehensive health, dental, and vision plans to support you and your family.

401(k) with Matching: We offer a competitive 401(k) plan with company matching to help you build your future.

Generous Paid Time Off: Enjoy paid vacation, holidays, and personal days to maintain a healthy work-life balance.

Ongoing Development: Access to training resources, professional development opportunities, and coaching to support your growth and career advancement.

Collaborative Culture: Be part of a supportive, people-first culture where your contributions are valued and where collaboration is encouraged across teams.

Team-Oriented Environment: Work alongside a creative and dynamic team of professionals who are passionate about their roles and committed to delivering excellence.

If you're an adaptable, resourceful team player eager to make an impact, we want to hear from you! Join us and be a part of Keystone’s growth and success as we continue to build a collaborative and innovative firm.

Job Type: Full-time

Pay: $24.00 - $29.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• No nights
• No weekends

Education:

• Associate (Preferred)

Experience:

• Executive administrative support: 1 year (Required)
• Event planning: 1 year (Preferred)
• Phone etiquette: 1 year (Preferred)
• Appointment scheduling: 1 year (Preferred)
• Calendar management: 1 year (Preferred)
• Microsoft Outlook Calendar: 1 year (Preferred)

Location:

• Reno, NV 89502 (Required)

Ability to Commute:

• Reno, NV 89502 (Required)

Work Location: In person

Salary : $24 - $29