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![Bridgewater Studio Inc.](https://media.trabajo.org/img/noimg.jpg)
Executive Administrator/Chief of Staff
2 months ago
About Bridgewater Studio: Bridgewater Studio is a dynamic company specializing in creating marketing activations for brands. We are dedicated to delivering innovative and high-quality projects for our clients. Our team is composed of talented individuals who collaborate to bring creative visions to life.
Job Summary: We are seeking a highly organized and proactive Executive Assistant/Chief of Staff to support the CEO. The ideal candidate will be an independent problem-solver with excellent communication skills and the ability to anticipate and address the needs of the CEO without constant direction. This role requires a high level of confidentiality, discretion, and the ability to foresee and handle tasks efficiently.
Key Responsibilities:
Financial Management:
- Proactively create estimates and invoices for projects based on payment schedules, reviewed by the project manager, and send them to clients/customers.
- Independently follow up and manage the full invoice process, assist with accounts receivable (A/R) follow-up and collections.
- Manage purchase orders (POs) and accounts receivable (A/R) through client-specific billing portals such as Bill.com, Coupa, and Aravo.
- Create and manage G702/703 pay applications for construction projects as needed.
Travel Coordination:
- Anticipate and coordinate travel arrangements, including air, hotel, and vehicle rentals using vendors such as Amtrav and Budget.
- Create and distribute travel itineraries for employees.
- Collaborate with HR to determine appropriate per diems for out-of-town installations.
Administrative Support:
- Handle business insurance tasks, ensuring correct coverage, managing claims, and tracking them.
- Assist with business tasks related to the construction company, including licensing.
- Track patents and trademarks for Bridgewater, liaising with attorneys as needed.
- Manage fleet operations, including vehicle registrations and city stickers.
- Negotiate contracts with business vendors (e.g., Comcast, Waste Management).
- Manage garnishments in collaboration with attorneys.
Executive Support:
- Proactively manage the CEO’s calendar, schedule meetings, and handle correspondence.
- Prepare agendas, materials, and minutes for meetings.
- Conduct research and prepare reports and presentations for the CEO.
- Act as a liaison between the CEO and other executives, employees, and external stakeholders.
- Prioritize and manage multiple projects simultaneously and follow through on issues promptly.
Office Management:
- Oversee office operations and procedures to ensure organizational effectiveness and efficiency.
- Manage office supplies and equipment, ensuring everything is well-maintained and stocked.
Event Planning:
- Organize and coordinate company events, meetings, and conferences.
- Handle logistics for events, including venue selection, catering, and transportation.
Human Resources Support:
- Assist HR with onboarding new employees, including orientation and training.
- Help maintain employee records and ensure compliance with company policies and procedures.
- Coordinate employee recognition programs and initiatives.
Communication Management:
- Draft, review, and manage correspondence and communications on behalf of the CEO.
- Ensure all communications are professional and align with the company’s standards.
Skills and Qualifications:
- Highly proactive and able to anticipate the needs of the CEO and the organization.
- Strong problem-solving skills with the ability to develop new processes and procedures as needed.
- Agile, adaptable, and easy to work with.
- High level of discretion and confidentiality.
- Proficient in QuickBooks Enterprise Solutions.
- Excellent organizational and multitasking abilities.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
Challenges:
- Keeping up with the CEO’s schedule and activities.