Executive Assistant

Location:
Fully Remote

Job Type:
Full ---------- -time

Hours of Availability:
Central Standard Time - United States | Monday - Friday between the hours of 9 am and 5 pm

Job Summary: Pinnacle Ai is seeking a highly organized and detail-oriented Executive Assistant to support our CEO and leadership team. The ideal candidate will be client-facing and ensure smooth and efficient business operations. This role involves a wide range of administrative and organizational tasks to maintain our operations seamlessly.

***ATTENTION: Testing must be completed before submitting the application to be considered. If the application is submitted before all tests are complete, it will not be considered.***

Required Pre-Employment Testing:

Project Management:
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Virtual Assistant:
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HighLevel:
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Key Responsibilities:

Client Onboarding and Management:

Facilitate the technical onboarding of new clients by following established processes.
Send contracts, set up invoicing and payments, create client folders, and set up client projects in Basecamp.
Documentation and SOPs:

Assist with documenting processes and procedures (Standard Operating Procedures) across the company.
Executive Support:

Assist the CEO with inbox and calendar management.
Financial Administration:

Organize electronic receipts for our accountant.
Generate weekly and monthly reports for the leadership team.
Manage vendors and accounts payable.
Provide bookkeeping and payroll support.
Send invoices and set up payments through QuickBooks and Stripe.
Follow up on late payments.
Communication and Coordination:

Answer calls and messages related to client requests, general inquiries, and billing.
Prepare letters, reports, and documents as needed.
Coordinate travel arrangements.
Send thank you cards, gifts, and assist in maintaining client and partner relationships.
Office Management:

Order and maintain office supplies, tools, and software platforms necessary for effective operations.
Project Management Support:

Assist the team with project management using Basecamp.
Reporting and Analysis:

Pull reports from our time-tracking software, Harvest.
Presentation and Proposal Development:

Assist with developing presentations, proposals, and training materials.
Recruitment and Training:

Support team recruitment and training as needed.

Qualifications:

Exceptional attention to detail and organizational skills.
Excellent client-facing communication skills.
Proficiency with Basecamp, QuickBooks, Stripe, and HighLevel.
Experience in bookkeeping, payroll, and financial administration.
Strong ability to manage multiple tasks and prioritize effectively.
Proficient in Microsoft Office Suite and Google Workspace.
Previous experience as an Executive Assistant or in a similar administrative role is preferred.
Ability to maintain confidentiality and handle sensitive information.

Join our dynamic team and contribute to our mission of providing exceptional client services and operational excellence. Apply now to become a part of Pinnacle Ai!