Job Summary

Provide administrative support to the President, Director of Marketing and Sales, and as needed to the Director of Corporate Relations.

Responsibilities and Duties

1. SCHEDULE / APPOINTMENT MANAGEMENT

• Assists executives in the management of their schedules (screening, planning, canceling, etc.) as well as preparation of all necessary documents for meetings & appointments

2. MAIL / PHONE CALLS / COMMUNICATION

• Answer company phone calls for and re-route appropriately, screen / filter, act on (if necessary) or take messages
• Assist in making outgoing phone calls
• Preparation of outgoing letters, memos, etc.
• Open all incoming mail, scan, stamp date and forward to the appropriate personnel in a timely manner

3. MEETINGS (PLANNING, PREPARATION & ORG.)

• Planning, preparation and organization for organization meetings (including Management, visitors, etc.) including visitor logistics, logistics planning, site, F&B, etc. as well as maintaining working agendas and documentation for each meeting

4. PRESENTATION & REPORT PREPARATION

• Preparation and / or completion of presentations (PowerPoint) for various meetings (i.e. Management, Employee Info Sessions, etc.) as well as preparation of monthly and annual reports (Word / Excel / PowerPoint) for Executives and month end accounting reports

5. TRAVEL ORGANIZATION AND PREPARATION

• Preparation of all flight and travel plans including the creation and preparation of itinerary (including all information necessary for travel, meetings, etc.)

6. EXPENSE REPORTS

• Process expense reports for all employees as well as manage and reconcile the monthly company credit card statements and cash advance

7. GENERAL ADMINISTRATION

• Handling of general administrative tasks, including the following: Coordination of investor meetings, email investors newsletters, birthday & anniversary celebrations, Company apparel and uniform distribution

8. ACCOUNTS PAYABLE/RECEIVABLE

• Responsible for entries for accounts receivables and payables
• Tracking invoices
• Printing checks for signature and mailing
• Reconcile accounts as necessary
• Categorize transactions in QuickBooks
• File and pay sales tax online

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9. SPECIAL PROJECTS

• Availability to work on special projects as required for Executives.

Qualifications and Skills

Job Specifications: (Desired education and experience) 5 years in a senior administrative level position 3 years experience with accounting functions, payroll, office management, payables/receivables, Associates Degree or greater-experience will be counted toward degree requirement.

TECHNICAL SKILLS

• MS Office Skills; Word, Excel, PowerPoint, Outlook, QuickBooks
• Google calendar
• Office Equipment

Job Type: Full-time

Pay: $48,000.00 - $68,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: One location