Executive Assistant

3 weeks ago


Philadelphia, United States Quaker City Mercantile Full time

Quaker City Mercantile is seeking a full time, in – office, Executive Assistant /Office Manager with a minimum of 2 years of relevant experience for a fast pace and creative environment.

 

Responsibilities:

  • Managing the CEO’s daily and weekly schedule.
  • Handle all personal appointments for CEO.
  • Ordering personal items for CEO.
  • Assisting in CEO’s personal and work travel.
  • Assisting President with the schedule and HR responsibilities.
  • On-boarding of new employees.
  • Tracking employee PTO and office calendar.
  • Book all employee travel and submitting travel expenses.
  • Open and Close the office space each day.
  • Making sure the office is clean and tidy each morning and at the end of each day.
  • Making sure that the kitchen is fully stocked and coffee made each morning.
  • Answering phones and pushing out calls/messages.
  • Greeting visitors and managing incoming and outgoing mail and deliveries.
  • Managing Office Calendar and sending reminders for office closures, holidays, etc.
  • Managing and ordering all office supplies
  • Assisting employees with any purchases, ensuring competitive prices and on time delivery.
  • Managing the office cleaners and cleanliness standards.
  • Working with building management on office maintenance.
  • Preparing office & conference room for client meetings.
  • Run weekly reports for employee in office hours as well as project management.
  • Archive Projects to ensure organization of older records.
  • Managing off site storage facilities.


Support to Accounting Department:

  • Company Credit Card Expense breakdown
  • Vendor Invoice input into Quick Books
  • Assisting in problem solving vendor issues


Job requirements:

  • Must have 2+ years of relevant experience
  • Competency in all Microsoft Applications
  • Helpful to know Quick Books and expense related software
  • Must have a self-starter mentality and possess an ability to work well under pressure
  • Detail orientated with strong communication skills
  • Ability to anticipate and solve problems
  • Punctual and reliable
  • Team player and willing to go above and beyond when needed
  • Knowledge in Microsoft Excel & Outlook


About QCM:

Quaker City Mercantile has developed innovative branding programs for a select group of discerning international companies since 1988. Quaker City Mercantile clients share a sense of adventure, a disregard for the status quo and an understanding that traditional advertising is only ever a small part of the bigger picture.

Please visit  for more information. 


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