We are looking for an experienced and professional Executive Assistant to provide administrative and operational support to our executive team. The successful candidate will have exceptional organizational and communication skills, be detail-oriented, and able to prioritize tasks effectively.

Responsibilities:

• Investor relations (CRM)

• Juniper Square mgmt.

• Daily updates based on meetings and feedback per investor

• Make sure all investor emails and contacts are uploaded into Juniper Square

• From outlook Hilo email

• From 388gmail

• Forward all investor emails to 388 email (for organization purposes)

• Tag all emails with a correct correlated label (after each investor meeting)

• Sit with James each morning and go through achievable goals for the day given time available in between scheduled meetings to get outreach and follow-up done

• Take notes on every meeting and set reminders to make sure James follows up accordingly per investor's needs

• Edit and proofread all emails/correspondences and offerings as needed per James’ request

• Email Mgmt

• 2 personal emails

• 3 Business emails

• Set up an organizational system with James’ approval and needs

• Organize and manage the workflow of email crossover

• Edit and proofread all emails/correspondences and offerings as needed per James’ request

• Bookkeeping

• AR/AP

• Categorize expenses in QBO

• Produce monthly P&L to review

• Reconcile monthly and send to CPA

• Use bill.com to pay open invoices

• Expense tracking for different aspects of our life/businesses

• Tax prep

• Asset Mgmt

• Cars, trucks, boats, RV’s etc

• Registration mgmt.

• Insurance

• Help manage insurance portfolio and items or needs associated with it

• Compliance and updates

• Repairs and maintenance

• Alerts on when we need things done and coordination for completion

• Real Estate

• Insurance

• Compliance and updates

• Renovation budgets

• Expense tracking

• Pets (3 dogs)

• Vet appointments

• Up to date on service animal needs

• Tracking of all vaccines needed

• MGMT of pet insurance

• Investment Deals/James’ Business

• Be present and take notes at all meetings requested

• Create agendas as needed for meetings

• Follow up with summary of meeting notes

• Task out meetings and assign responsibility for action items based on notes

• Follow up on tasks and responsibilities daily

• Task mgmt.

• Prioritize goals for the day

• Update James constantly on what needs to be done

• Keep James in the know of deadlines and response times

• Edit and proofread all emails/correspondences and offerings as needed per James’ request

• Calendar mgmt.

• Calendly set up and integration

• Manage personal and professional calendar coordination 

Requirements:

• Proven experience as an executive assistant or similar role.

• Proven experience as a bookkeeper 

• Excellent written and verbal communication skills. (English with the ability to grammatically edit documents and emails) 

• Strong organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.

• Ability to problem solve and build systems to aid in efficiency and communication 

• Proficiency in Microsoft Office and other relevant software and tools.

• Proficiency in QBO 

• Proficiency in Excel 

• Proficiency in online task management tools (currently using monday.com) 

• Ability to handle multiple tasks simultaneously and work independently.

• Professional demeanor and ability to represent the company in a positive light.

• Bachelor's degree in business administration or related field preferred.