Executive Assistant

$50,731 - $53,810/Yr

Confidential - Gardena, CA

Full-time - Entry Level

Gardena, CA

About the position

We are a rapidly growing Reclaimed Wood company seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to the CEO. The ideal candidate will be detail-oriented and capable of managing multiple tasks efficiently in a fast-paced environment, comfortable interacting with high-end customers, designers, architects, and contractors.

Responsibilities

• Compile and document incoming messages, phone calls, voicemails, follow-up requests, memos, and emails.
• Manage and prioritize CEO's emails daily, ensuring important messages are not missed.
• Delete junk emails and send appropriate responses, such as informing clients of follow-up timelines.
• Screen phone calls, provide information, and answer questions to minimize interruptions.
• Check voicemail messages on cell and office phones, providing written summaries.
• Interact with customers to understand issues and relay the scope of the problem.
• Set up and maintain a filing system for important documents.
• Print forms and individual order specification documents as needed, distributing them to relevant production parties.
• Occasionally drive to pick up or drop off items.
• Maintain and organize the office area, including samples and documents.
• Manage meetings and keep track of leads, suppliers, and other important information.
• Create copies, scan files, and complete document-related tasks.
• Perform administrative tasks for other team members as needed.
• Improve overall office efficiency.
• Track responses to quotes and ensure timely follow-up on potential deals.
• Assist in tracking of big leads and maintain contact with clients.
• Provide periodic updates to clients.
• Locate and send out samples.
• Assist walk-in customers with their needs.
• Interact with the production team on behalf of the CEO.
• Hand out new order details and check on the progress of orders, reporting back as needed.
• Inspect orders and verify measurements as trained.
• Assist with taking videos and posting on Instagram and Facebook.
• Support the CEO in various functions, including supplier communications, internet research, and occasional personal tasks.
• Determine priority matters for attention and handle or redirect them as appropriate.
• Keep the CEO advised of time-sensitive and priority issues.
• Document procedures and create relevant SOPs.

Requirements

• Strong organizational skills
• Excellent data entry and typing skills
• Good time management skills
• Knowledge of clerical procedures and protocols
• Ability to act independently
• Problem-solving abilities
• Ability to handle pressure
• Effective and comfortable dealing with clients
• Some Spanish skills (a plus)
• Familiarity with HubSpot CRM or similar CRM (a plus)
• Basic understanding of QuickBooks (a plus)
• Proficient in Outlook, Word and Excel
• Excellent communication skills, both written and verbal
• Confidence in speaking to high-end homeowners, company CEOs, and workers
• Comfortable working in the yard, inspecting orders, and measuring with a tape measure
• Flexibility and adaptability in a multi-task environment with a sense of urgency
• Ability to multitask

Nice-to-haves

• Some Spanish skills (a plus)
• Familiarity with HubSpot CRM or similar CRM (a plus)
• Basic understanding of QuickBooks (a plus)

Benefits

• Paid time off