Executive Assistant

$50,731 - $53,810/Yr

Confidential - Gardena, CA

Full-time - Entry Level

Gardena, CA

About the position

The Executive Assistant will provide comprehensive administrative support to the CEO of a rapidly growing Reclaimed Wood company. This role requires a highly organized and proactive individual capable of managing multiple tasks efficiently in a fast-paced environment, interacting with high-end customers, designers, architects, and contractors, and supporting various functions within the executive office.

Responsibilities

• Compile and document incoming messages, phone calls, voicemails, follow-up requests, memos, and emails.
• Manage and prioritize the CEO's emails daily, ensuring important messages are not missed.
• Screen phone calls, provide information, and answer questions to minimize interruptions.
• Check voicemail messages and provide 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.
• Maintain and organize the office area, including samples and documents.
• Manage meetings and keep track of leads, suppliers, and other important information.
• Track responses to quotes and ensure timely follow-up on potential deals.
• Assist in tracking big leads and maintain contact with clients.
• Interact with the production team on behalf of the CEO.
• Assist with taking videos and posting on social media platforms.
• Support the CEO in various functions, including supplier communications and internet research.

Requirements

• 3 years of executive administrative support experience (preferred).
• Strong organizational skills.
• Excellent data entry and typing skills.
• Good time management skills.
• Knowledge of clerical procedures and protocols.
• Ability to act independently and handle pressure.
• Effective communication skills, both written and verbal.
• Proficient in Outlook, Word, and Excel.

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