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Administrative Assistant to CEO

3 months ago

Niagara Falls, United States Element Development LLC Full time
Job DescriptionJob Description

The Administrative Assistant to the CEO will provide high-level administrative support with a focus on back-office functions such as bookkeeping, human resources, and general office management. The ideal candidate will be highly organized, detail-oriented, and capable of handling multiple tasks simultaneously in the real estate development and hospitality sectors.

Key Responsibilities:

  1. Executive Support:

    • Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
    • Coordinate and prepare for executive meetings, including creating agendas, taking minutes, and distributing follow-up materials.
    • Act as a liaison between the CEO and internal/external stakeholders, ensuring smooth communication and handling confidential information with discretion.

  2. Bookkeeping:

    • Manage accounts payable and receivable, ensuring timely processing of invoices and payments.
    • Periodically verify bank statements and financial records processed by third party accounting company.
    • Assist with budget preparation and financial reporting by direction of CEO.
    • Coordinate with external accountants for audits and tax filings by direction of CEO.

  3. Human Resources Support:

    • Assist the property leaders in HR-related paperwork, including employee onboarding, offboarding, and maintaining personnel records.
    • Assist the property leaders in the recruitment process by posting job openings and scheduling interviews.
    • Assist the property leaders in employee benefits administration and ensure compliance with relevant labor laws.
    • Process Workers Comp., Unemployment, Child Support etc. paperwork.
    • Periodically coordinate with COO on payroll processing and address employee inquiries related to HR matters.

  4. Administrative Duties:

    • Handle incoming and outgoing correspondence, including emails, letters, and phone calls by direction of CEO.
    • Organize and maintain the CEO’s files and documents, both physical and electronic.

  5. Special Projects:

    • Assist the CEO with special projects as needed, including research, data analysis, and project management.
    • Coordinate company events, meetings, and conferences as required by direction of CEO.

Qualifications:

  • Education: Bachelor’s degree in Business Administration, Accounting, Human Resources, or a related field preferred.
  • Experience: Minimum of 5 years of administrative support experience, preferably in real estate development and/or the hospitality industry.
  • Skills:
    • Excellent organizational and time-management skills.
    • Strong written and verbal communication skills.
    • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
    • Experience with bookkeeping software (e.g., QuickBooks) and HR management systems.
    • Ability to multitask and prioritize effectively in a fast-paced environment.
    • Discretion and confidentiality in handling sensitive information.
    • Knowledge of real estate and hospitality industry terminology and processes.

Competencies:

  • Attention to Detail: Ensures accuracy in documentation and data management.
  • Problem-Solving: Identifies issues and provides effective solutions.
  • Interpersonal Skills: Builds and maintains positive relationships with colleagues, clients, and stakeholders.
  • Adaptability: Adjusts to changing priorities and handles multiple tasks simultaneously.
  • Proactivity: Takes initiative and anticipates the needs of the CEO.

Work Environment:

  • This role primarily operates in a professional office environment. Some travel may be required to attend meetings or visit project sites.