Entrepreneurial Executive Assistant/Office Manager with Financial Savvy
Join our dynamic team as an Executive Assistant/Office Manager, where your passion for real estate and construction meets your administrative expertise. In this exciting position, you'll take charge of virtual tasks such as organizing the owner's schedule, handling emails, managing contracts, managing bills and payments, and keeping track of incoming funds. Your role is crucial—you'll be the go-to support person for a seasoned contractor and property businessperson focused on expanding their real estate enterprise in the senior care industry. If you're ready to be the backbone of our office operations and contribute to our strategic success, we want to hear from you!
Day to Day Responsibilities
Manage the Owners' Schedules:
- Organize and prioritize the owners' daily tasks including emails to ensure he can focus on important activities.
- Keep track of his schedules, adjusting as needed when changes occur.
- Sync schedules with others to maintain smooth operations.
- Anticipate the owners' needs and provide top-notch support, remotely.
- Prepare and go over the daily and weekly schedules via Zoom or calls.
- Coordinate travel plans with a travel agent.
- Offer dependable administrative assistance, including voicemail checks, tracking expenses, and other administrative operations tasks.
Company Finances & Accounting:
- Handle incoming payments and process outgoing bids.
- Manage both Accounts Payable and Accounts Receivable.
- Add new customers to our system and send out invoices.
- Process payroll weekly, file necessary reports, and pay payroll taxes.
- Act as the main contact for insurance matters, including getting quotes, handling claims, submitting for annual audits, and resolving disputes.
- Transfer funds monthly to cover loans, credit card bills, vendor payments, and partner distributions.
- Prepare for tax season by being the primary contact with accountants, providing them with required documents, and reviewing draft returns before filing.
Supporting the Company’s Growth Strategy:
- Collaborate closely with the owner to focus on key projects, update him regularly, and ensure completion.
- Work with the owner to coordinate company projects effectively.
- Participate in and organize meetings, via Zoom.
- Identify people and issues that need immediate attention.
- Solve problems proactively and anticipate upcoming needs.
- Monitor ongoing tasks and provide support until completion.
- Handle confidential information with discretion and professionalism.
Building and Managing Relationships:
- Communicate daily with the owner and provide updates.
- Maintain a professional and supportive relationship with all clients.
- Keep in touch with clients and contacts through phone calls and emails.
- Act as a mediator between the owners and clients, arranging and confirming appointments, reviewing meeting notes, following up on contracts, etc.
- Update our databases consistently with accurate information.
- Respond to correspondence on behalf of the company owners.
Those Must Haves
- 4-5 years experience in an Office Manager or Executive Assistant role
- Proficiency in calendar management, inbox management and scheduling
- 2-3 years experience with accounts payable, accounts receivable and invoicing
- Solid experience in Quickbooks Online experience and MS Office including MS Excel
- Experience in real estate or contracting a plus
- Entrepreneurial mindset, energetic, enthusiastic and positive demeanor
- Strong ethical conduct and ability to use sound judgment to maintain confidential and sensitive information.
Details You’ll Want to Know
- Work Schedule: Flexible Part-Time Hours Monday through Friday
- Work Location: Remote but must be within 1 hour drive to Waltham, MA
- Pay: $30-$35/hr
Don’t Delay
Click "Apply Now" to get started.
WorkSmart Edge, LLC is a hiring administration service that we have contracted with, and they may contact you to schedule a phone interview, via Zoom, as a first step in our interview process. No phone calls to us please.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran or any other characteristic protected by applicable federal, state or local laws.
WorkSmart Edge, LLC is an authorized representative of Old Harbor Properties to post on Indeed on their behalf.
Job Type: Part-time
Pay: $30.00 - $35.00 per hour
Application Question(s):
- Do you have access to a cell phone, tablet or laptop to do a first interview via Zoom? Yes or No
- Do you authorize text messages for interview scheduling? Yes or No
- What is your salary requirement?
Experience:
- Bookkeeping: 5 years (Required)
- Administrative: 5 years (Required)
Work Location: Remote
