Job Description

Privately held technology organization is seeking an Executive Assistant to provide administrative support to the Executive Officers as required. This position will report to the President.

Objectives and Responsibilities

· Maintain calendars for the Officers of the Company, monitor emails for importance & response, schedule and calendarize meetings and appointments.

· Answer incoming phone calls to the Executive Office, respond to inquiries and act as necessary.

· Schedule meetings for the Executive Team and provide coordination and meal planning as required.

· Plan and schedule travel itineraries for Executive Team and other Company team members as required.

· Receive charitable donation requests and submit them to Executive management to approve or deny. Follow through with those donations with accounting and track annually.

· Maintain a list of the annual company events and work with HR to schedule event planning meetings in advance of the events. Follow through, with HR, to coordinate the vendors, décor, rentals, and dates and keep executive management aware from the beginning.

· Partner with HR and appropriate team members on our annual community giving month, as well as giving events throughout the year. Assist as needed during events and ensure successful completion.

· Assist in other tasks, duties or administrative needs for the Executive Team as needed.

· Working with QuickBooks: Provide support for financial transactions such as billing, payables, receivables, reconciliation of accounts, business analysis of holdings and entities, and providing monthly, quarterly, and year end reports as required for the Executive Office.

· Monitoring and executing credit card bills, checking & savings accounts, retirement accounts, insurances, charitable donations, event planning, and other administrative needs for the Executive Team as needed.

Competencies

· Excellent verbal and written communication skills as well as interpersonal and customer service skills.

· Able to anticipate needs and potential issues before they occur.

· Excellent organizational skills and attention to detail.

• Excellent time management skills with a proven ability to meet deadlines.

• Strong analytical and problem-solving skills.

• Knowledge of general accounting principles.

• Professional presence and demeaner to represent the company.

• Ability to prioritize tasks and understand time sensitive requirements.

• Ability to function well in a high-paced and at times stressful environment.

• Proficient with Microsoft Office Suite, Excel Spreadsheets, QuickBooks, and other company related hardware/software.

Style

• Dedicated to overall company improvement across departments.

• Eager to contribute outside knowledge and apply.

• Good eye for detail with a complete understanding of the impact on the big picture

• Driven and results oriented.

The above describes the general job requirements. This is not intended to be an all-inclusive list of all responsibilities and duties required; other assignments will occur.

Previous Experience

• Minimum of an Associate Degree in Business field.

• Minimum 7 years’ business experience in a fast-paced business environment working in operations, financial management, or business planning environment.

• Minimum or 2 years’ experience supporting senior level executives in the C-Suite.

Preferred Experience

• Bachelor’s degree a plus.

• NetSuite or Oracle/ADP based systems. 

Job Tags

Similar Jobs