Executive Administrative Assistant
Our client is a family-owned printing business seeking a dependable, highly organized Executive Administrative Assistant to support management and help keep daily office operations running smoothly. This is a hands-on position requiring professionalism, accuracy, strong follow-through, and excellent communication skills.
This is a full-time, in-person position directly with our client. Remote work is not available.
Key Responsibilities
- Answer and direct incoming phone calls and emails
- Prepare and send professional correspondence, documents, and reports
- Maintain organized electronic and physical filing systems
- Assist with preparing quotes, invoices, purchase orders, and other business documents
- Enter and maintain accurate information in spreadsheets and company systems
- Communicate and follow up with customers, vendors, and other business contacts
- Track open projects, customer orders, and pending items to help ensure timely completion
- Schedule appointments, meetings, deliveries, and other business activities
- Review documents and information for accuracy and completeness
- Assist with billing, recordkeeping, filing, and general office paperwork
- Coordinate information among management, employees, customers, and vendors
- Maintain confidential company, employee, and customer information
- Assist management with daily administrative needs and special projects
- Monitor deadlines and follow up with the appropriate individuals when action is required
- Maintain an organized, professional, and efficient office environment
Qualifications
- Previous experience as an Executive Assistant, Administrative Assistant, Office Coordinator, or in a similar administrative role
- Strong written and verbal communication skills
- Excellent organizational, time-management, and follow-up abilities
- High level of accuracy and attention to detail
- Professional and courteous when communicating with customers, vendors, employees, and management
- Proficiency with Microsoft Office, including Outlook, Word, and Excel
- Comfortable learning company software and business systems
- Ability to prioritize multiple assignments in a fast-paced environment
- Ability to work independently while contributing to a close-knit team
- Sound judgment and the ability to handle confidential information appropriately
- Experience with quotes, invoices, purchase orders, billing, or order tracking is preferred
- Printing, manufacturing, distribution, or related industry experience is helpful but not required