Executive Assistant for Business

Executive Assistant Job Description Job Title: Executive Assistant (Part-Time) Reports To: Executive Leadership Team Hours: Approximately 10–20 hours per week Position Summary We are seeking a highly organized, detail-oriented Executive Assistant to provide administrative, operational, and financial support to company leadership. The ideal candidate will be proactive, dependable, and capable of managing recurring administrative tasks, coordinating meetings, maintaining accurate records, and supporting accounting and property management functions. This role requires strong communication skills, discretion when handling confidential information, and the ability to prioritize multiple responsibilities in a fast-paced environment. Key Responsibilities Executive & Administrative Support Monitor and manage executive email inboxes daily, responding to or escalating communications as appropriate. Conduct daily check-in meetings with leadership to review priorities, deadlines, and ongoing projects. Coordinate and schedule meetings, appointments, and follow-up activities. Prepare meeting agendas and maintain accurate meeting notes and minutes. Attend recurring meetings and document action items and decisions. Documentation & Process Management Audit and review operational checklists, including: New Property Checklists Sale Property Checklists Refinance Property Checklists Ensure documentation is complete, accurate, and compliant with company procedures. Maintain and update internal procedures, records, and administrative files. Financial & Accounting Support Assist with monthly rent audit reviews. Coordinate and schedule accounts payable audit reviews. Review mortgage payment increases and update payment amounts as needed. Set up mortgage payments when they are not processed through the company's payment platform. Process contractor or vendor payments as required, including invoice review and payment coordination. Track payment-related deadlines and ensure timely completion of financial tasks. Operations Support Monitor recurring deadlines and ensure critical administrative and financial tasks are completed on schedule. Support special projects and operational initiatives as assigned. Assist with process improvements and workflow organization. Qualifications Previous experience as an Executive Assistant, Administrative Assistant, Office Manager, or similar role preferred. Strong organizational and time-management skills. Excellent written and verbal communication abilities. High attention to detail and accuracy. Ability to handle confidential information professionally. Proficiency with Microsoft Office Suite, Google Workspace, and virtual meeting platforms. Experience with accounting, bookkeeping, payment processing systems, or property management operations is a plus. Ability to work independently and manage priorities with minimal supervision. Desired Skills Meeting coordination and minute-taking Email and calendar management Accounts payable support Financial record review and auditing Process documentation Problem-solving and critical thinking Strong follow-through and accountability Work Schedule Part-time position averaging 10–20 hours per week. Daily email monitoring and executive support responsibilities. Weekly, monthly, and as-needed tasks scheduled according to business needs. Success in This Role The Executive Assistant will serve as a trusted partner to leadership by ensuring administrative operations run smoothly, financial and operational reviews are completed accurately, and executives are supported in managing priorities efficiently.