Executive Assistant

Poll Sound; Millcreek (UT); On-site; USD 52,000 - 75,000; Full time

Job summary

Poll Sound seeks an organized Executive Assistant to provide exceptional support to the leadership team. You will manage calendars, handle communications, and prepare documents, while maintaining filing systems and coordinating travel and events.

This role requires strong English communication and a proactive, confidential approach to handling sensitive information. You will work on-site in Millcreek, UT, collaborating with cross-functional teams to streamline office operations and boost

Qualifications

• Proven experience as an Executive Assistant or similar role.
• Strong organizational and prioritization skills.
• Excellent English communication, verbal and written.
• Proficiency with Microsoft Office and data entry.
• Experience with QuickBooks or similar accounting software preferred.

Responsibilities

• Manage complex calendars and schedule meetings.
• Answer emails and calls with professionalism.
• Prepare and proofread documents using Word, Excel, and PowerPoint.
• Maintain filing systems and data entry accuracy.
• Arrange travel and coordinate meetings or events.
• Support client communications and follow-ups.
• Improve office workflows with productivity tools.
• Perform clerical tasks: scanning, copying, faxing.
• Greet visitors and manage front desk duties.
• Collaborate to improve office procedures.

Skills

Organization

Communication

Multitasking

Phone etiquette

Tools

Microsoft Office

QuickBooks

Job description

Job Overview

We are seeking a highly organized and proactive Executive Assistant to provide exceptional administrative support to our leadership team. This dynamic role requires a detail-oriented professional who thrives in a fast-paced environment, demonstrating strong communication skills, technical proficiency, and the ability to manage multiple priorities efficiently. As an integral part of our office operations, you will facilitate smooth daily functions, coordinate schedules, and serve as a key point of contact for internal and external stakeholders. Your energetic approach will help drive productivity and ensure the executive team’s time is optimized for strategic initiatives.

Duties

• Manage complex calendars, schedule meetings, and coordinate appointments with precision using calendar management tools.
• Handle incoming email and calls with professionalism, practicing excellent phone etiquette and customer service skills.
• Prepare, proofread, and organize correspondence, reports, presentations, and other documents using Microsoft Office Suite including Word, Excel (spreadsheets), and PowerPoint.
• Maintain accurate filing systems and perform data entry tasks with high accuracy to support office management activities.
• Assist with travel arrangements, event planning, and logistical coordination for meetings or conferences.
• Support client communication efforts by managing emails, inquiries, and follow-ups promptly and courteously.
• Utilize technical proficiency in office productivity software to streamline workflows and improve overall office efficiency.
• Conduct clerical tasks such as photocopying, scanning, faxing, and proofreading documents to ensure quality standards are met.
• Provide front desk support by greeting visitors, managing office supplies inventory, and ensuring a welcoming environment.
• Collaborate with team members to enhance office procedures, improve organization systems, and boost overall productivity.

Experience

• Proven experience as an Executive Assistant or in a similar administrative support role within an office environment.
• Demonstrated proficiency in Microsoft Office applications (Word processing, spreadsheets) and familiarity with productivity software tools.
• Strong computer literacy including data entry skills and experience with QuickBooks or similar accounting software is preferred.
• Excellent organizational skills with the ability to prioritize tasks effectively while managing multiple deadlines.
• Exceptional communication skills—both verbal and written—in English; bilingual abilities are a plus.
• Previous experience handling multi-line phone systems and providing superior customer service at the front desk.
• Knowledge of office management practices including filing systems, calendar management, and clerical procedures.
• Experience supporting personal assistants or executive-level staff is advantageous but not required.
• Demonstrated ability to maintain confidentiality while managing sensitive information with discretion.

Join us in this vibrant role where your organizational talents will empower our leadership team to succeed! We value energetic professionals who are eager to contribute their skills in a collaborative environment dedicated to excellence in office management and client support.

Work Location: In person