Executive Administrative Assistant

We are currently looking for an Executive Administrative Assistant. The ideal person for the job will be a proactive problem solver with exceptional communication skills and meticulous attention to detail.

Job Description

• With a primary responsibility of supporting the VP, provide support to the executive team as directed to ensure that company goals and objectives are accomplished, and operations run efficiently
• Assist in the preparation and collection of regularly scheduled reports, contracts,
• Act as the point of contact for on-boarding vendors
• Assists with the tracking of current contracts, ensuring renewals are completed in a timely manner, and communicating upcoming renewals to management team well in advance
• Organizes claim correspondence and tracks deadlines
• Ensures maintenance of organization's contract files by documenting deadlines for renewals and ensuring copies of fully executed agreements and current insurance certificates are maintained on file
• Organizes claim correspondence and tracks deadlines
• Perform other administrative duties as required, including scheduling appointments and meetings.
• You will be a key liaison internally across departments and externally with clients and vendors, so it is imperative to make sounds decisions with little to no guidance
• Support department-related work including meeting preparations, planning, and scheduling
• Project a positive, professional image toward clients, vendors and staff in all interactions and situations
• Write and distribute high email volume, correspondence, letters, faxes and forms.
• Multi-task while reviewing emails and performing job duties
• Coordinate inspections with vendors and staff
• Performs clerical and administrative tasks including drafting letters, memos, reports, and other documents
• Support department-related work including meeting preparations, planning, and scheduling
• Project a positive, professional image toward clients, vendors and staff in all interactions and situations
• Write and distribute high email volume, correspondence, letters, faxes and forms.
• Multi-task while reviewing emails and performing job duties
• Perform clerical duties such as filing, photocopying, transcribing, scanning and faxing or organizing documents
• Perform other administrative duties as required, including scheduling appointments and meetings. Organize meetings by generating invitations and coordinating complex calendars,
• Keep detailed records and maintain logs of services including system repairs, costs incurred, and services required.
• Main point of contact for coordinating repairs, and inspections
• Responsible for delegating tasks, scheduling requested service calls and organizing project requirements
• Work with Managers and on-site staff to ensure the work is accurately performed and completed
• Draft proposals and invoices
• Keeps accurate records and documents
• Reconcile invoices/reports , entering reports into management system
• Performs and coordinates weekly work schedules, variety of daily operations, administrative, accounting duties
• Prioritizing and managing multiple projects simultaneously and following through on issues in a timely manner
• Assist with answering phones and direct incoming calls as well as taking and distributing messages to staff/vendors
• Serve as a back up to main receptionist directing all calls on a multi-line phone

Skills and Qualifications

• The ideal candidate has several years of proven experience in a similar role- Is comfortable managing multiple tasks within the organization- And possesses strong organizational and communication skills
• Strong verbal and written communication skills, particularly via phone and e-mail
• Ability to prioritize workload and identify and focus on areas of significant impact
• Friendly, professional, helpful and customer service oriented.
• Comfortable with making and taking phone calls
• Exhibits an eagerness to learn new tasks and take on additional responsibilities
• Ability to thrive in a demanding environment that requires initiative, flexibility/adaptability, follow-through, and deadline- driven productivity
• High level of professionalism with ability to handle sensitive and confidential information

Requirements

• Strong administrative and computer skills with strong knowledge of Microsoft Office Suite (Word, Outlook, PowerPoint, and Excel) required
• High level of confidentiality required
• You should be extremely organized and work efficiently in a very fast paced environment
• Should have an ability to prioritize your work so you can handle many projects simultaneously under tight deadline
• Be flexible, dependable, and results-oriented
• Must be able to work strategically within a team structure as well as independently, multi-task and work under tight deadlines
• Dependability, good time management and organizational skills and be attentive to detail

Job Type: Full-time , Mon-Fri 8:00AM-4:30PM, On-Site position. We are a drug-free work place.

Compensation: The rate for this position will vary and will be commensurate with experience

NYM offers a comprehensive benefits package: Paid Time Off, Paid Holidays Off, Medical, Dental, Vision, 401(k), Flexible Spending Account, Employee Assistance Program and SO MUCH MORE!

NYM GROUP is an equal opportunity employer and does not discriminate against any applicant or employee because of race, color, religion, sex, national origin, disability, age, or military or veteran status in accordance with federal law. In addition, NYM GROUP complies with applicable state and local laws governing non-discrimination in employment in every jurisdiction in which it maintains facilities. NYM GROUP also provides reasonable accommodation to qualified individuals with disabilities in accordance with applicable laws.

Job Type: Full-time

Pay: $23.00 - $28.00 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Required)

Experience:

• Executive Assistant: 9 years (Required)
• Administrative: 10 years (Required)

Work Location: In person