Executive Assistant

7 days ago

East Hampton, New York, United States Career Group Companies Full time
About the Role

We are seeking a highly organized and resourceful Administrative Assistant to join our client's small, dynamic family office. This role is perfect for someone who thrives in a multi-faceted position, capable of balancing both administrative tasks and personal assistance, and is a natural organizer with a hospitality mindset.

You will support a dedicated team of managers with a range of operational tasks that focus on inventory management, daily logistics, and overall ensure that each day is running smoothly. You will be a main point of contact for tracking and receiving orders, information collection, and overall running errands as needed.

You will also be responsible for expense reporting, reconciliation, and maintaining digital filing. We are tech-focused, and the right candidate enjoys using software to make operations more efficient and seamless.

Key Responsibilities
  • Administrative Support: Assists in maintaining up-to-date calendars and schedules, manages purchase orders (POs), receiving, and handling of returns, tracks and orders necessary supplies for the home and the business office, conducts research, prepares documents, and handles various home office tasks.
  • Inventory Management: Oversees the packing and shipping of items as well as ensuring inventory has been updated accordingly, notifies the appropriate manager of any discrepancies or issues with shipping items or deliveries.
  • Pet Care: Schedules pet appointments and provides general care for pets, maintains list of vaccinations as well as updated records for future needs.
  • Errands and Logistics: Runs errands as needed to support daily operations, facilitates meal ordering and handles pick-up of items in town.
  • Office Organization: Manages inventory for home items as well as for the office and ensures proper organization.
  • Meeting Support: Drafts and distributes meeting minutes to relevant participants.
  • Financial Management: Prepares expense reports and reconciles credit card statements.
Requirements
  • Recent college graduates are welcome to apply.
  • Strong organizational skills and attention to detail.
  • Ability to balance multiple tasks and prioritize effectively.
  • Comfortable running errands and performing personal assistant duties.
  • Ability to work independently and manage time efficiently.
  • Positive attitude with a willingness to assist in whatever is needed to help the office run smoothly.
  • Experience in an administrative role or personal assistant capacity is a plus.
What We Offer
  • A supportive work environment with a small, close-knit team.
  • Top-tier medical benefits and comprehensive compensation package.
  • Growth opportunities within the company for the right candidate.
  • Strong starting compensation between 70-80K base plus bonus.

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