Executive Assistant

High school diploma required, bachelor’s degree in business administration or related field preferred.

At least 4 years of related experience required.

Able to type a minimum of 50 words per minute.

Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

Excellent verbal and written communication skills.

Excellent organizational skills and attention to detail.

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

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

Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.

Provides high-level administrative support and assistance to the Chairman, CEO, President, and/or other assigned leadership staff.

Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.

Arrange travel and accommodations for executives.

Schedule meetings on behalf of executives

Receives incoming communications including email on behalf of senior staff, reviews content, determines importance, and summarizes and/or distributes contents to appropriate staff.

Performs corporate and personal office tasks including maintaining records, ordering supplies, and performing basic bookkeeping. Reconcile checking accounts and keep spreadsheets for auditors.

Make disbursements and deposits.

Send credit card expense details to company card holders-Make credit card statement payments. Send spreadsheet to accounting. Approve Imburse expenses.

Prepare and approve expense reports for Chairman, CEO and President

Coordinate donations and floral orders for employee life events.

Tracking and timely registration for all company vehicles

Oversee and assign pool vehicles as requested. Ensure pool vehicles are maintained.

Keeps/tracks Certificates of Insurance for all outside vendors

Assist with coordination of all insurance renewals

Open mail/distribute as appropriate. Route customer communications to the appropriate parties.

Separate checks and scan for deposit when ready

Collect and organize all tax related paperwork for auditors and pay taxes.

Administrative work as it relates to rental property – receive payments, take care of calls/complaints