What are the responsibilities and job description for the Executive Assistant/Office Manager position at Modern Capital Inc.?
We are seeking a highly organized, proactive, and resourceful Executive Assistant and Office Manager to support our executive team of three people. The ideal candidate will handle a variety of administrative, personal, and bookkeeping tasks, ensuring the smooth functioning of daily operations and maintaining confidentiality at all times.
Key Responsibilities:
Calendar Management:
- Coordinate and schedule meetings, appointments, and events.
- Manage and prioritize daily schedules to optimize productivity.
- Update firm’s dashboard with calendared events daily.
Bookkeeping:
- Manage financial records in QuickBooks (or equivalent) and assist with budget tracking.
- Process invoices, receipts, and expense reports.
- Reconcile accounts and support the preparation of financial reports.
Communication:
- Screen and respond to the CEO’s emails, calls, and messages.
- Streamline and economize email Inbox.
- Draft correspondence and handle communication with internal and external stakeholders.
Administrative Support:
- Prepare reports, presentations, and documentation as required.
- Maintain organized digital files and records.
- Manage team’s schedule according to weekly, monthly, quarterly focuses.
- Book travel (ground transportation, hotel and air) as appropriate for the executive team.
Personal Tasks:
- Assist with errands, shopping, and personal tasks as needed.
- Oversee household management and liaise with service providers if required.
- Assist with organizing social or professional events.
- Coordinate vendors and logistics for seamless execution.
Other Duties:
- Undertake any additional tasks as requested to support the team’s needs.
Qualifications:
Education:
- Bachelor’s Degree
Experience:
- Working proficiency of QuickBooks or equivalent bookkeeping application.
- Proven ability to manage multiple tasks and priorities effectively.
Skills:
- Exceptional organizational and time-management skills. Be reliable and on time in all you do!
- Excellent written and verbal communication abilities. Communicate professionally with accurate grammar in complete sentences using emojis sparingly ;-) .
- Proficiency in Microsoft Office, Quickbooks, Google Workspace and Slack. Be technologically proficient and agile.
- Strong bookkeeping skills, including knowledge of accounting principles. Be able to input our books, communicate with our accountant and CFO, and handle payroll.
- Independent problem-solving and decision-making abilities. Did you Google it before asking that question?
Other Attributes:
- Discretion and confidentiality are essential.
- High level of professionalism and a positive attitude.
- Flexibility to adapt to changing priorities and schedules.
Benefits:
- Competitive salary and performance-based bonus plan.
- Flexible working arrangements.
- Health insurance.
- Retirement plan.
- Professional development opportunities.
Job Type: Full-time
Pay: $56,000.00 - $71,000.00 per year
Benefits:
- 401(k) matching
- Flexible schedule
- Health savings account
- Professional development assistance
- Vision insurance
Schedule:
- Monday to Friday
Work Location: In person
Salary : $56,000 - $71,000