Company Overview
Our team is revolutionizing the accounting industry, and finding exceptional people to solve challenging problems is a top priority as we execute this vision. If you are ready to make a meaningful impact in the mental health industry while supporting a passionate team, we invite you to apply today at GreenOak Accounting!
Summary
The Executive Assistant is responsible for managing the owner’s business and personal affairs, ensuring her time and energy are focused on high-priority tasks. This role requires a proactive, highly technical, detail-oriented individual with exceptional organizational and problem-solving skills. The ideal candidate thrives in a fast-paced environment, can work independently, and adapts quickly to changing priorities. This is a hybrid full-time position with two days per week in-office, typically Tuesday and Thursday. The candidate must be located in the Bristow, Gainesville, or Manassas area to complete essential in-person errands.
Pay Range: $20-$26 per hour
Essential Functions & Responsibilities:
Email & Communication Management (55%)
- Serve as a proactive gatekeeper for the owner’s inbox by monitoring, triaging, and responding to messages with a high level of discernment, curiosity, and forward thinking—anticipating needs and resolving issues before they reach the owner.
- Respond on behalf of the owner with professionalism and sound judgment, consistently seeking to lighten her load rather than delegate tasks back.
- Recognize key industry players, prioritize responses, and ensure timely follow-up.
- Identify key contacts, opportunities, and relevant tools or solicitations worth escalating, while filtering out noise and unnecessary communication.
- Provide a concise daily digest of essential items requiring the owner’s input or decision, along with recommended actions.
- Must be highly tech-savvy and confident navigating complex tools, automations, and integrations—far beyond basic Gmail proficiency.
- Delegate emails to other team members as appropriate.
Calendar & Scheduling (10%)
- Manage the owner’s personal and professional calendar, including scheduling appointments, blocking transition times, and ensuring a lunch break.
- Reserve uninterrupted time for high-priority tasks and ruthlessly protect the calendar from unnecessary meetings.
- Coordinate personal engagements, family activities, and other commitments.
Additional Inbox Management (10%)
- Monitor designated inboxes (primarily HR) to ensure timely follow-up and candidate movement through the pipeline; identify when responses or action items are needed.
- Oversee the functionality of HR-related inbox automations; coordinate with IT support when workflows are not functioning as expected to ensure smooth system operations.
Business Errands & Document Handling (10%)
- Pick up mail from the office, scan and organize documents, and manage mail-related tasks such as printing and shipping tax returns.
- Collect items from the owner’s home for shipping, such as computers for new team members.
Travel Management (5%)
- Arrange seamless scheduling for the owner’s business travel, including flights, hotels, ground transportation, and activities.
- Occasionally coordinate family travel.
- Coordinate occasional logistics for team events, including travel, accommodations, activities, and meals.
Gift Purchasing (5%)
- Source and purchase thoughtful gifts for team members, clients, family, and holidays, with a knack for finding the perfect item.
Personal Errands & Support (5%)
- Run personal errands such as returning online purchases, picking up ordered items, purchasing gift cards, and ordering supplies.
Skills, Abilities & Experience:
- Proven experience supporting a busy executive in a fast-paced, high-autonomy role; must have previously managed complex inboxes, systems, and workflows with minimal oversight.
- Exceptionally tech-savvy—comfortable navigating and troubleshooting a wide range of platforms (beyond basic G Suite), including automation tools, CRMs, applicant tracking systems, communication platforms, and integrations. Able to independently learn new tools and optimize processes.
- Advanced research and discernment skills—able to dig into tools, emails, or contacts to determine value, assess credibility, and make smart decisions about what to surface or decline.
- Proactive and forward-thinking problem solver with excellent judgment; anticipates needs, resolves issues independently, and acts on behalf of the executive when appropriate.
- Unwavering discretion and loyalty; maintains strict confidentiality at all times and does not share or discuss the owner’s personal or business matters—gossip or breaches of trust will not be tolerated.
- Outstanding written and verbal communication skills with the ability to adapt tone and messaging to different audiences.
- Highly organized with strong project management capabilities; able to manage competing priorities, juggle shifting timelines, and adapt quickly to change.
- Comfortable managing calendars, travel logistics, and sensitive information with discretion and professionalism.
Working Conditions & Physical Requirements:
- Must be able to work from a confidential home office setup with a secure, hard‐wired internet connection.
- Must have reliable transportation and valid driver's license for errands.
- Must be able to remain in a stationary position (sit/stand at computer) for long periods of time.
- Must be able to communicate virtually with team members.
Additional Information:
This job description does not form part of a contract of employment although you are required to meet the expectations it sets out. This list of accountabilities, skills and competencies is not exhaustive, and may, from time to time, be amended by the Company in writing or verbally. This description reflects management’s assignment of essential functions, it does not prescribe or restrict the tasks that may be assigned.
Equal Opportunity Statement:
Green Oak Accounting is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive and respectful environment for all employees.
Job Type: Full-time
Pay: $20.00 - $24.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- Day shift
- Monday to Friday
Work Location: Hybrid remote in Manassas, VA 20109
