Executive Assistant / Personal Assistant (Senior)

Executive Assistant / Personal Assistant

Position Overview

We are seeking a highly organized, detail-oriented, and proactive Executive Assistant/Personal Assistant to support the owner of multiple businesses operating from the same office.

This is a hands-on, high-responsibility role requiring someone who thrives in a fast-paced environment, can multitask seamlessly, and is comfortable supporting both professional and personal matters. The ideal candidate is hyper-vigilant, highly accurate with numbers, tech-savvy, and capable of working independently with minimal direction.

This position is long-term and starts immediately.

Key Responsibilities

Financial & Bookkeeping Support

• Manage finances across multiple companies

• Process monthly invoices and payroll

• Perform credit card and bank reconciliations

• Pay bills and maintain accurate financial records

• QuickBooks data entry and reporting

• Track and monitor expenses

Administrative & Office Management

• Prepare proposal letters and professional correspondence

• Review contracts and prepare insurance certificates

• Maintain organized records for multiple properties and fleet vehicles

• Prepare escrow and lender documentation for property transactions

• Prepare documentation related to legal matters

• General filing and record organization

Property & Vendor Coordination

• Coordinate repairs and maintenance for various properties

• Communicate with vendors, insurance agents, and service providers

Calendar & Communication Management

• Manage scheduling and maintain daily calendar

• Provide reminders for appointments and deadlines

• Handle email correspondence with employees, vendors, insurance agents, etc.

• Maintain professional phone communication

Personal Assistant Duties

• Order and track household and office supplies (Amazon and online purchases)

• Monitor inventory of personal and business items

• Support occasional event planning (holiday parties, conferences, personal events)

Required Qualifications

• Minimum Associates Degree and 5 years of administrative experience
  OR 8 years of related experience without a degree

• Strong QuickBooks experience

• Intermediate Excel skills (required)

• Proficiency in Word, Outlook, and standard office software

• Tech-savvy and comfortable with social media

• Strong written and verbal communication skills

• Professional, articulate, and confident on the phone

• High attention to detail and strong numerical accuracy

• Exceptional organizational and time-management skills

• Ability to multitask in a high-demand environment

• Strong problem-solving ability and independent judgment

• High integrity, strong work ethic, and efficiency

• Quick learner who shows initiative

• Comfortable working with a direct, Type-A personality

Personal Attributes

• Proactive and resourceful

• Not sensitive to micromanagement during onboarding

• Emotionally mature and drama-free

• Able to work under pressure and frequent shifting priorities

• Must be an animal lover (not allergic to cats or dogs)

ADDITIONAL INFORMATION:

The client agreed to relax the QuickBooks requirement and mark it as a nice to have.