Executive Assistant
2 weeks ago
We are seeking a full-time in office (not remote) detailed oriented Executive Assistant/Personal Assistant to join our team You will assist the Financial Officers with running the company and other various tasks to get through the day.
Responsibilities:
- Assist the Executives in client servicing, monitoring & prioritizing various tasks and deadlines
- Interacts with other personnel and external contacts, such as clients, attorneys, CPAs, licensing bureaus, court staff and other government agencies
- Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner
- Communicate and handle incoming and outgoing electronic communications on behalf of the executive staff
- Conduct affairs on behalf of the firm with a high level of professionalism and confidentiality
- Conduct Internet vendor research, including service and price comparisons
- Follow up on outstanding issues and track due dates
- Prepare company payroll numbers for submission to CPA
- Data entry & reconciliation of company statements
- Company bill pay
- Company & client filing
- Overtime as needed
- Occasional errand running, office event planning and decorating
- Booking of travel plans and/or transportation (personal & business)
- Tracking continued education credits for licensing & memberships
- Registration & payment for processing of various online & in person continued education opportunities
- Completion of documentation for renewal of various memberships
- Completion of documentation for renewal of state license
- Other duties as assigned
Knowledge/Skills:
- Fluent speaking, reading & writing in Spanish a plus
- Excellent & articulate communicator able to express thoughts well in writing and verbally
- Assist Financial Officers with monitoring & prioritizing various tasks and deadlines
- Work in a fast-paced environment and display the ability and willingness to meet business critical deadlines
- Knowledge of basic bookkeeping concepts acquired through work experience
- Ability to interact with other personnel and external contacts, attorneys, CPAs, financial managers and other government agencies
- Proficient in using Microsoft Excel and Word
Experience Required:
- Detail and Project Oriented
- Ability to Multitask
- Excellent organizational skills
- Ability to maintain the confidentiality of all company information for all administrative matters
- Strong research and problem solving skills
- Experience scheduling travel arrangements
- Basic typing ability and use of a 10-key
- Basic telephone answering & message taking ability
- Compassion, Wisdom & Maturity
Education & Qualifications:
- Background check is required
- AA/AS degree or higher and two to five years experience as an executive administrative support professional
Physical Requirements and Working Conditions:
- Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer, and to periodically attend meetings at various sites within and away from the office; strength to lift and carry materials weighing up to 20 pounds; stamina to stand for up to 20 minutes; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.
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