Executive Administrative Assistant

Job Description:

Now hiring for an Executive Administrative Assistant

Location: Pelham, AL

Pay Rate: $23.00 per hour

Schedule: 1st, 8a-5p

You're the "How Did That Get Done?" Person-And We Love That

Looking for Executive Administrative Assistant jobs in Pelham where organization and communication keep everything running smoothly? This opportunity lets you support daily business operations, coordinate administrative tasks, and help teams stay productive in a professional office environment.

We are seeking a highly organized and dependable Executive Administrative Assistant to support daily administrative and business operations. The ideal candidate has strong QuickBooks experience, Shopify knowledge, and bookkeeping skills, learns new systems quickly, and can work independently with minimal supervision.

Job Duties

• Manage executive calendars, emails, schedules, and administrative tasks.
• Maintain accurate records and financial information in QuickBooks.
• Handle bookkeeping tasks, including accounts payable, accounts receivable, invoicing, reconciliations, and reporting.
• Assist with payroll coordination and maintaining accurate financial records for multiple businesses.
• Manage Shopify orders, inventory, and related operations.
• Maintain and troubleshoot Shopify/QuickBooks integrations.
• Prepare reports and track business information and key metrics.
• Coordinate vendors, projects, and internal communications.
• Identify and improve processes to make daily operations more efficient.
• Handle various administrative and operational duties as needed.

Education Requirements

• High school diploma or GED required.
• Associate degree, business coursework, or administrative support training preferred.

Experience Requirements

• Strong organizational skils with the ability to prioritize multiple responsibilities.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office and common office software.
• Professional demeanor with strong attention to detail and customer service skills.
• 3+ years of executive administrative or administrative support experience.
• Advanced QuickBooks experience.
• Experience with Shopify and QuickBooks integrations.
• Bookkeeping experience for multiple businesses or entities.
• Strong Microsoft Office and Google Workspace skills.
• Must be highly trustworthy and able to handle confidential information with discretion.

Preferred Qualifications

• Previous experience supporting multiple departments or executive staff is beneficial.
• Experience with scheduling, document preparation, recordkeeping, and office coordination is preferred.
• Familiarity with business software, office equipment, and data entry systems is considered an asset.
• Individuals who demonstrate initiative, adaptability, and professionalism are well positioned for success as a Executive Administrative Assistant.
• E-commerce experience.
• Accounting or bookkeeping background.
• Inventory management and order fulfillment experience.

Physical Capabilities

• Ability to remain seated or stand for extended periods while performing office tasks.
• Frequent use of computers, telephones, and other standard office equipment.
• Occasional lifting or moving of office supplies and materials up to 20 pounds.
• Ability to communicate effectively with coworkers, customers, and visitors.

Benefits

• Competitive Weekly Pay
• Comprehensive Benefits including medical, dental, and vision coverage.
• Life Insurance and Disability Insurance for added peace of mind.
• Optional 401(k) Plan to help you prepare for the future.
• Supportive Professional Environment focused on teamwork, growth, and success.

"Had a great boss who was fair, good at managing our team. She understood life/work balance as long as you were getting your job done. Great communicator!" - Administrative Support Specialist, Staffmark

Step into a role where your organizational skills finally get the spotlight they deserve. Apply Now.

What You Will Do

As a Executive Administrative Assistant you will provide administrative support by coordinating schedules, maintaining records, preparing documents, answering communications, organizing files, and assisting coworkers with daily operational needs. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while maintaining a professional and customer-focused approach.

Manage executive calendars, emails, schedules, and administrative tasks. Maintain accurate records and financial information in QuickBooks. Handle bookkeeping tasks, including accounts payable, accounts receivable, invoicing, reconciliations, and reporting. Assist with payroll coordination and maintaining accurate financial records for multiple businesses. Manage Shopify orders, inventory, and related operations. Maintain and troubleshoot Shopify/QuickBooks integrations. Prepare reports and track business information and key metrics. Coordinate vendors, projects, and internal communications. Identify and improve processes to make daily operations more efficient. Handle various administrative and operational duties as needed.

The Executive Administrative Assistant supports the flow of information, communication, and coordination within a professional office setting. This role requires strong organization, accurate recordkeeping, and the ability to provide dependable support across a variety of administrative needs.

Successful Executive Administrative Assistant candidates are comfortable preparing documents, maintaining files, scheduling activities, answering questions, and helping teams stay aligned. The role requires flexibility, attention to detail, and the ability to adjust as priorities change throughout the day.

As a key support position, the Executive Administrative Assistant helps create a workplace where people have the information, resources, and assistance they need to perform well.

About Us

At Staffmark, we connect hardworking people with great companies, creating opportunities that make a lasting impact.

Staffmark is an equal opportunity employer. All applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status, or any other legally protected status. Staffmark offers reasonable accommodations for qualified individuals with disabilities; contact your local branch for inquiries. Staffmark is an E-Verify employer. See our Privacy Notice for Candidates and Employees/Contractors at https://smgroupna.com/privacy-notice-for-candidates-and-employees-contractors. By applying, you consent to receive AI-generated and non-AI-generated calls, texts, or emails from Staffmark Group, its affiliates, and partners. Frequency varies and message/data rates may apply. Reply STOP to cancel or HELP for help.