Executive Assistant

Job Overview

* This is a remote position, requiring an average of 3-4 hours of work per week. In some instances, there may be additional projects, requiring up to 10 hours per week.

* Ability to meet and work at the office in Longmont once/month is required.

We are seeking a highly organized and proactive Executive Assistant / Chief of Staff to support senior leadership in a dynamic, fast-paced environment. The ideal candidate is detail-oriented, confident, and reliable in managing communication with leadership. This role requires managing complex schedules, coordinating projects, and providing comprehensive administrative support. Strong communication skills, excellent organizational abilities, and proficiency with office management tools are essential. The position also involves strategic decision-making, with the expectation that final decisions will be reviewed with leadership. This is an excellent opportunity to contribute to strategic initiatives and gain valuable experience in executive operations.

Responsibilities

• Manage and coordinate executive calendars, including scheduling meetings, appointments, and travel arrangements using Microsoft Outlook Calendar and Google Workspace.
• Provide executive administrative support such as drafting correspondence, proofreading documents, transcription, and data entry.
• Organize and facilitate event planning activities for events, meetings, and team-building functions.
• Oversee office management tasks including filing, document management, and general clerical duties such as photocopying and filing.
• Manage bookkeeping tasks using QuickBooks and perform basic bookkeeping functions.

• Coordinate projects across departments, ensuring timely completion and effective communication among stakeholders.

• Support personal assistant duties for senior executives as needed, including personal scheduling and task management.

• Trustworthy management of financial responsibilities including insurance and receipts.
• Maintain confidentiality of sensitive information while managing multiple priorities efficiently.

Skills

• Proven experience in executive administrative support or personal assistant roles with strong organizational skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications, and data entry tools.
• Knowledge of Microsoft Outlook Calendar management and DocuSign for electronic signatures.

• Excellent typing speed with high accuracy; capable of proofreading and transcription tasks.

• Experience with project coordination, event planning, office management, and bookkeeping (QuickBooks).

• Exceptional organizational skills with the ability to prioritize tasks effectively in a fast-paced environment.
• Familiarity with social media management and email preparation is essential. Proficiency in Adobe & PDF Flyer, as well as the ability to utilize Chat GPT, is also important.
• Excellent communication skills—both written and verbal—and professional demeanor in all interactions.

Key Leadership Roles

1. Revenue Pipeline Management: Ensure consistent lead generation across all ventures, encompassing tasks such as:

2. CRM management for all brands

3. High-value lead follow-up

4. Pop-up and event scheduling

5. Outreach support for Aymaru and Omnifique

6. Financial Oversight: Monitor financial performance across businesses, including:

7. Weekly dashboard updates

8. Job profitability tracking

9. KPI report distribution

10. Invoice and