Executive Assistant

The Mice Groups - Napa, CA

Full-time - Entry Level

Napa, CA

Administrative and Support Services

About the position

The Executive Assistant and Client Coordinator role is designed for an organized and proactive individual who will support the office operations and the founder. This multifaceted position encompasses responsibilities as an Executive Assistant, Accounts Receivable Specialist, and Client Coordinator, requiring strong administrative, financial, and organizational skills to ensure smooth functioning of the office and effective client relations.

Responsibilities

• Manage the executive's schedule including meetings, appointments, and travel arrangements.
• Write and edit emails, reports, and presentations.
• Act as the main contact between executives and outside clients.
• Maintain confidentiality and handle sensitive information professionally.
• Organize and run executive meetings, including preparing agendas, taking notes, and following up on tasks.
• Serve as the primary contact for clients, addressing their questions and resolving issues promptly.
• Maintain up-to-date client records and databases.
• Schedule client meetings and follow-ups as needed.
• Assist in preparing and sending client communications such as newsletters.
• Build and maintain strong relationships with clients to ensure satisfaction and retention.
• Collaborate with the team to understand client needs and provide tailored solutions.
• Collect and report client feedback to enhance services.
• Send out invoices for payment in accordance with company policies.
• Assist in resolving billing issues or discrepancies.

Requirements

• Bachelor's degree in Business, Accounting, Finance, or a related field preferred.
• Experience in similar roles is a plus.
• Basic understanding of accounting principles.
• Proficiency in Microsoft Office and accounting software (e.g., QuickBooks or SAP).
• Strong organizational skills and attention to detail.
• Excellent communication skills.
• Ability to handle confidential information responsibly.