Executive Assistant

Job Title:

Executive Assistant

Job Description:

We are seeking an Executive Assistant. An Executive Assistant is a highly organized and detail-oriented team member responsible for managing various administrative and financial tasks. Key responsibilities include answering phones and greeting visitors, maintaining office and facility supplies, coordinating facility upkeep, handling collections, and employee time management. The role also includes scheduling meetings, updating static data, and remaining on top of employee time and attendance records. Strong communication and customer service skills are essential, along with the ability to multitask effectively in a dynamic office environment.

Key Responsibilities:

• Greet visitors and answer phones in a professional and courteous manner.
• Present and ready to greet visitors in person, with a smile by 9 A.M. Eastern.
• Cultivate positive client relationships throughout routine interactions and communication.
• Responsible for accurately tracking employee time and reviewing time punches, expense reimbursement requests and Time Off requests for payroll.
• Follow up with customers on overdue accounts and coordinate collections.
• Schedule meetings and manage conference room reservations.
• Order and maintain inventory of office supplies, ensuring all necessary supplies are always available.
• Coordinate the upkeep of facilities , including ensuring cleanliness, organizing maintenance, and managing repairs.
• Update static data such as contact lists, mailing lists, and other company information.
• Assist and execute HR's Culture Initiatives.
• Assist HR Director with Administrative HR tasks.
• Manage various company calendars.
• Vendor Presentations: Facilitate the process, help with library scheduling/rescheduling, and assign appropriate designer to attend meeting. Help to keep Vendor Tracking sheet updated.
• Perform other administrative tasks as assigned.

Qualifications:

• Excellent email handling (managing, replying in a timely fashion etc.), Excel, Word, QuickBooks and writing skills.
• High school diploma or equivalent required; associate or bachelor's degree preferred.
• A minimum of two consecutive years of experience in an administrative role, preferably with accounting or finance responsibilities.
• Strong organizational skills with the ability to multitask prioritize tasks effectively.
• Excellent communication skills, both written and verbal, with the ability to interact with customers, vendors, and colleagues in a professional manner.
• Proficiency in Microsoft Office and accounting software, such as Quickbooks or Sage.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Job Type: Full-time

Pay: $25.00 - $32.00 per hour

Benefits:

• Paid time off

Work Location: In person

Salary : $25 - $32