Executive Assistant

This is a remote position. About the Client: At Hugo & Hoby they design, fabricate, and seamlessly deliver beautiful custom furniture and unique architectural elements across styles, scale, and materials to create inspiring spaces, strengthen communities, and better our planet. They collaborate with national brands, architects, and interior designers to demonstrate that fast-moving commercial and residential design projects can thrive through collaboration with local manufacturing communities while supporting the natural environment. With offices in Washington, DC and New Haven, CT they are the Northeast's only Certified B Corp custom furniture and millwork company. As 1% For The Planet Members since our founding, we have planted over 100,000 new trees in at risk forests throughout the East Coast. Responsibilities: Bookkeeper/Estimate development (¼ of time)

• Keep the company books using Quickbooks. Classify transactions in Quickbooks weekly and help prepare our yearly P&L for our US-based accountant. CPA is not required.
• Develop and help track company estimates, invoices, and Purchase Orders in Quickbooks
• Submit quarterly/monthly sales tax returns for DC and Connecticut

Executive Assistant to Founders Daily Tasks (¼ of time)

• Assist company founders (Ben and Fred) with day-to-day admin activities (filling out admin paperwork, references for clients, etc.)
• Lunch & Learns:
• Help prepare lunch & learn slides for architects.
• Purchase travel tickets
• Purchase food for events.
• Assist with scheduling meetings
  

Project Management (¼ of time)

• Delivery: Creating pdf's shipping labels and delivery receipts to print
• Google Drive Management: Keep Google Drive commercial project folders organized after project completion (i.e. adding delivery receipts, approved shop drawings, photos of approved samples, shipping labels, etc.)
• Keep Hugo & Hoby Design Library up to date (Google spreadsheet)
• Additional Docs: Prep insurance COI's with insurance company (call the insurance company and provide them with/ needed info for COI), etc.

Marketing/Brand Management (¼ of time)

• Website: Update website project pages on Shopify (no coding required, just following detailed directions). Crop photos and add text supplied from the Excel spreadsheet.
• Social Media: lead social media posting (Instagram and Pinterest) and create a schedule of weekly posts using Hootsuite software.
• Newsletters: Help create monthly newsletters for the company. Note: We have a newsletter design company we work with so it's mainly supplying them with the content and reviewing their design work.

Requirements

• Timeliness/responsiveness to emerging needs of owners/founders.
• Extremely organized.
• Excellent English (both spoken and written)
• Strong knowledge of Google Documents (Google Drive, Google Docs, Google Sheets, Google Slides)
• Existing knowledge of Quickbooks to help with bookkeeping needs.
• Marketing: Proficient writer for newsletters, existing knowledge/use of Instagram
• Ability to learn or existing knowledge of Shopify
• Must have Fiber Optic internet with at least 25 Mbps bandwidth
• Must have a backup desktop or laptop with the latest OS
• Must be able to work US shifting hours

Benefits WHAT WE OFFER: ✔ Great Place to Work-Certified Company ✔ Premium HMO ✔ Holistic employee experience ✔ Work-from-home and hybrid work setup ✔ Rewards and incentives ✔ Monthly engagement activities ✔ Career advancement opportunities ✔ Paid referral program