Job Description

Efective Hiring is seeking a dependable, organized, and professional Executive  Assistant to support company leadership and assist with daily office operations including sourcing of products online. This position requires strong communication, computer, organizational, and multitasking skills with attention to details. 

Key Responsibilities

Responsibilities include, but are not limited to:

• Professionally answer and make telephone calls to new and existing customers, vendors, and business partners.
• Confidently communicate with callers and provide a positive, helpful experience.
• Direct telephone calls and accurately relay messages to the appropriate team members.
• Organize, monitor, and respond to emails from customers, vendors, and other business contacts.
• Manage calendars and provide meeting reminders for Nancy and Julian, including meetings both inside and outside the office.
• Assist with creating and preparing customer quotes while following established company procedures.
• Review and comprehend quotations, specifications, and customer requests, with careful attention to all required details.
• Create, edit, organize, and maintain documents, worksheets, spreadsheets, and shared files.
• Assist with multiple projects and administrative assignments while ensuring tasks are completed accurately and on time.
• Communicate clearly and professionally with colleagues, customers, vendors, and company leadership.
• Perform occasional light shipping duties, with assistance and training from staff.
• Create shipping labels using the company’s computer systems.
• Package, tape, and prepare boxes for shipment according to established procedures.
• Perform additional administrative and operational duties as assigned. (basic math skills a must as well ) 

Required Skills and Qualifications

• Strong computer skills are required.
• Proficiency in Microsoft Excel is required , including formulas, spreadsheet organization, data entry, and functions such as  VLOOKUP(cross comparison) 
• Experience using Google Drive, Google Sheets, shared worksheets, and cloud-based document systems.
• Strong professional writing, spelling, grammar, and email communication skills.
• Ability to accurately perform basic mathematical calculations.
• Strong attention to detail and the ability to identify important information within quotes, emails, and customer requests.
• Excellent organizational and time-management skills.
• Ability to manage multiple assignments in an organized and systematic manner.
• Confidence communicating by telephone and email with customers and vendors.
• Ability to maintain confidentiality when handling company and executive information.
• Comfortable working independently and staying focused in a small-office environment.
• Flexible, dependable, and willing to learn new tasks, systems, and procedures.
• Professional, courteous, and team-oriented demeanor.

The ideal candidate will be proactive, detail-oriented, comfortable with technology, and capable of supporting both administrative and executive-level responsibilities.

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