Executive Assistant

We are a small, privately held company which leases commercial real estate properties and other investments. We are seeking a highly organized and efficient Executive Assistant to join our small office. The ideal candidate will have a strong background in executive support and possess knowledge of bookkeeping principles. In this Executive Assistant role, you will be responsible for providing comprehensive administrative support to the team while also handling small bookkeeping tasks. This team member plays a crucial role in the smooth operation of our organization. The ideal candidate has strong attention to detail and takes a proactive approach to problem solving. This position does not allow remote work.

Executive Assistant/Front Desk responsibilities:

• Carry out administrative duties such as answering phones, opening, and distributing mail, filing, copying and scanning.
• Run errands such as to the post office, FedEx and bank.
• Provide administrative support to owners, including managing calendars, scheduling conference calls and online meetings, and making travel arrangements.
• Maintain confidential and sensitive information, exercising discretion and professionalism at all times.
• Log incoming invoices and checks, pull deposit slips and make remote deposits.
• Type correspondence, legal documents, and agreements.
• Renew all Secretary of State annual reports for companies.
• Maintain, monitor and update insurance and other maritime equipment documentation for chartered vessels and commercially leased property.
• Track expenses for reimbursement by medical plan.
• Manage office supplies, deposit slips, checks and equipment, ensuring they are well-maintained and stocked.
• Monitoring security cameras and doors and coordinate building maintenance.
• Load, run and empty dishwasher and water plants.

Bookkeeper responsibilities:

• Reconcile all bank accounts.
• Process bills through online bill pay.
• Process remote bank deposits.
• Prepare and process payroll twice a month for 1 employee, ensuring accuracy and compliance with applicable regulations.
• Submit state and federal payroll reports/returns.
• Assist with financial statement preparation.

Job Types: Full-time, Part-time

Pay: $23.00 - $30.00 per hour

Expected hours: 32 – 40 per week

Benefits:

• 401(k)
• Health insurance
• Paid time off
• Retirement plan

Ability to Relocate:

• Portland, OR 97205: Relocate before starting work (Required)

Work Location: In person