Executive Assistant

The Executive Assistant is responsible for performing administrative and office support activities for the CEO. This position’s duties include calendar management, coordinating events and meetings, greeting and directing visitors/callers in the absence of the primary and secondary receptionists, and preparing reports, presentations, and general correspondence. This position requires strong computer skills, excellent interpersonal skills, project management experience, ability to exercise sound professional judgment and discretion, and the ability to work well with all levels of management.
RESPONSIBILITIES

• Coordinate, schedule and organize meetings, conferences, travel, and various department activities
• Attend meetings and take notes/minutes
• Prepare and edit correspondence, communications, presentations and other documents
• Assist with document execution, including notarization when necessary
• Maintain filing system, including physical and electronic files
• Maintain email distribution lists and organizational charts for Finance
• Process incoming and outgoing mail, including faxes
• Assist with expense reporting and management
• Manage supplies procurement for entire office, including validating delivery bill of ladings against purchase

orders and invoices

• Review expenditures of other admins in order to facilitate approval by CEO
• Allocate, manage, organize and maintain storage areas including cabinets for files and supplies, including

performing an annual review with the relevant department of their storage area to purge/scan as needed

• Support the Finance department with various Tax and Accounting duties, such as vendor/customer setups,

tax return processing and maintenance of due dates tracker
QUALIFICATIONS

• High School diploma, Bachelor’s Degree preferred
• 3 – 5 years’ experience working in a professional service environment supporting leadership level employees

preferred

• Ability to adapt to a constantly changing, fast-paced environment
• Strong organizational skills and ability to prioritize multiple tasks seamlessly with a strong attention to detail
• Excellent verbal and written communication skills
• Excellent interpersonal skills
• Excellent Microsoft Office (Excel, Word, Power Point, Outlook)
• Strong analytical and problem-solving skills