Administrative and Operational Assistant

About the Role:

Miller Ink is seeking a full time in-person proactive and organized Administrative and Operational Assistant to support our team. This individual will play a key role in overseeing accounts receivables, scheduling for the CEOs, and ensuring smooth office operations. The ideal candidate will be detail-oriented, resourceful, and capable of balancing multiple tasks in a fast-paced environment. This team member will be expected to be in the office five days a week.

Key Responsibilities:

1.Scheduling & Calendar Management:

• Manage the CEOs calendar, scheduling appointments, and meetings.
• Coordinate and prioritize meetings, ensuring that time is allocated efficiently.
• Handle last-minute changes or adjustments to the CEO’s schedule as needed.
• Provide administrative support for company events hosted by the CEO’s.

2.Credit Card Receipts & Expense Management:

• Process and reconcile credit card receipts, ensuring all transactions are accurately logged and categorized.
• Maintain an organized filing system for expense reports and receipts.
• Collaborate with the finance team to ensure timely and accurate expense tracking.

3.Accounts Receivable Management:

• Assist in tracking and managing outstanding receivables.
• Communicate with clients and customers to ensure prompt payments.
• Maintain an organized system for invoicing, payments, and follow-up communications.

4.Office Management & Support:

• Oversee day-to-day office operations, ensuring the office is well-maintained and fully stocked with necessary supplies.
• Act as the point of contact for office-related inquiries and issues.
• Provide general administrative support to team members as needed.

5.Additional Administrative Duties:

• Receive guests arriving at the office.
• Provide administrative support for company events and meetings.
• Handle incoming calls, emails, and correspondence for the CEO and other team members.
• Prepare reports, documents, and presentations as requested.
• Assist with special projects and other duties as needed.

Qualifications:

Experience:

• Minimum of 2 years of experience in an administrative, operations, or office management role.
• Experience with credit card reconciliation, accounts receivable, and scheduling.
• Previous experience supporting executives, particularly CEOs, is a plus.

Skills:

• Strong organizational and time management skills.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and basic accounting software (QuickBooks or similar).
• Excellent written and verbal communication skills.
• Ability to prioritize and manage multiple tasks simultaneously.
• Attention to detail and accuracy in all aspects of work.

Personal Qualities:

• Proactive, self-motivated, and able to work independently.
• Professional and able to maintain discretion when handling sensitive information.
• Strong interpersonal skills and the ability to work well with a variety of teams and personalities.
• A team player with a positive attitude and the ability to handle pressure and tight deadlines.