HORNE is a professional services firm founded on a cornerstone of public accounting.

Our 1,000 team members serve clients from offices and project locations in 37 states, Washington D.C., Puerto Rico and the U.S. Virgin Islands. Our Healthcare practice helps clients across the country anticipate emerging trends and positions them for success in an increasingly complex healthcare landscape.

Job Summary

The Executive Assistant is responsible for ensuring the office is operating smoothly and will provide all levels of administrative support to a team. The support provided will include management of the facilities, personal assistance to team members, and ensuring quality of the deliverables to clients to include invoices, letters, reports, and other documents. The position will also perform general administrative duties to assist team members and will process invoices for payment, manage the mail, assist with travel, schedule meetings, and maintain inventory.

The successful Executive Assistant is an enthusiastic and professional individual who doesn’t mind serving in many roles. Experienced in a wide range of administrative tasks and executive support, the Executive Assistant is able to work independently and appropriately prioritize work. Well organized, flexible, and enjoys the challenges of supporting a diverse team in a rapidly changing environment.

Key Duties & Responsibilities

• Provide administrative duties and ensure the office is operating smoothly – Perform general support duties such as scanning, shredding, processing mail (incoming and outgoing), printing, shipping, deliveries, errands, and receptionist duties. Manage multiple calendars. Arrange meetings, conference calls and video conferences using Outlook and Zoom. Coordinate meals as needed. Process invoices for payment and oversee corporate credit card. Maintain and stock common areas such as workroom, supply room, conference rooms, and community kitchen and snack areas. Troubleshoot technology hardware and software issues as needed to assist staff.
• Serve as a personal assistant to the leadership team – Assist with travel arrangements, meeting arrangements, data entry, and correspondence. Enter time and expenses in a billing and time system. Manage schedules, calendars, and appointments. Assist with the onboarding of new team members.
• Maintain facilities and equipment – Manage relationships with vendors, service providers and landlord. Coordinate with IT department on all office equipment and maintain local inventory, storage and distribution of equipment. Coordinate cleaning, security and basic facility maintenance as well as office equipment repairs/maintenance.
• Assist with and ensure quality of client deliverables – Format documents, presentations and reports in Word, PowerPoint and Excel to meet Firm standards. Proofread and edit documents. Maintain client information in Practice Management system and input prospect information into Client Acceptance system. Perform client billings and monitor accounts receivable. Ensure electronic filing systems are maintained and comply with Firm’s standards. Ensure security, integrity, and confidentiality of data.

Education

• Associate's Degree or the equivalent in experience required
• Bachelor’s Degree preferred

Experience

• Minimum 5 years’ experience in a professional office environment required
• 3 years office management experience required
• Experience with various office equipment including printers, scanners, copiers, and video conferencing required
• Advanced Microsoft Office skills required including Word, Excel, PowerPoint and Outlook with experience coordinating calendars
• Experience overseeing/coordinating services such as catering, administrative, travel, technology, etc. preferred
• Experience with video conferencing applications including Zoom, Team, Webex, etc. preferred
• Experience serving C-Suite level team preferred

Skills

• Advanced computer and office equipment skills a must
• Attention to detail and problem-solving skills
• Ability to troubleshoot technology hardware and software
• Proficient in Microsoft Office, Adobe Acrobat, and internet skills
• Excellent written and verbal communication skills
• Ability to communicate clearly via all current mediums – phone, text, email, instant message, video conference, etc.
• High degree of accuracy and advanced proofreading and editing skills
• Strong organizational and planning skills
• Excellent time management skills and ability to multitask and prioritize work
• Excellent interpersonal skills

The above statements describe the general nature and level of work being performed in this job function. They are not intended to be an exhaustive list of all duties. Additional responsibilities may be assigned by HORNE REDi.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)