Executive Support Specialist

Summary

We’re looking for a highly organized, detail-oriented professional who can handle customer-facing support, administrative operations, and foundational bookkeeping. This is a dual-function role built for someone who communicates well, works independently, and keeps things running accurately behind the scenes. You’ll be a reliable extension of our team — supporting client experience, internal operations, and financial record-keeping.

Responsibilities

• Customer Service & Client Support Respond to customer inquiries via email, phone, and support platforms
• Schedule appointments and manage client communications
• Resolve complaints and follow up to ensure client satisfaction
• Process orders, forms, applications, and service requests
• Maintain detailed records of customer interactions and feedback
• Support CRM updates and database maintenance
• Manage support tickets and provide timely resolutions
• Handle professional correspondence and vendor/team follow-ups
• Administrative Support Email management: sorting, filtering, responding, and follow-ups
• Calendar management: scheduling, rescheduling, coordinating appointments
• Travel management: booking flights, accommodations, itinerary planning
• Document preparation: data entry, reports, and presentation design
• General file and records management
• Bookkeeping & Financial Support Process and track invoices (incoming and outgoing)
• Record daily transactions and maintain accurate financial logs
• Support accounts payable and receivable tracking
• Reconcile receipts and expenses on a regular basis
• Generate basic financial and expense reports

Requirements

• Core Skills Excellent written and verbal communication
• Strong organizational, time management, and multitasking abilities
• High attention to detail — especially in financial recordkeeping
• Analytical thinking and problem-solving
• Ability to work independently and manage competing priorities
• Professionalism and discretion with sensitive information
• Technical Requirements Proficiency in Google Workspace and Microsoft Office
• Bookkeeping experience with QuickBooks or Xero (required)
• CRM experience (HubSpot, Salesforce, or Zoho) — preferred
• Familiarity with ClickUp, Trello, or Asana
• Comfortable with Slack, Zoom, and Microsoft Teams
• Familiar with cloud storage and file-sharing platforms