Executive Administrative Assistant

About the position:

The Executive Administrative Assistant, a key role responsible for managing the daily operations of the office while providing administrative support to all departments, including Administration, Human Resources, and Finance. This position ensures the smooth functioning of office procedures, maintains a professional and organized workplace, and supports both internal employees and external clients. The ideal candidate will have strong organizational, communication, and multitasking skills to efficiently handle administrative duties, employee support, and financial assistance tasks.

Key Responsibilities Area:

1. Administration & Office Management

• Manage and organize office files, type, edit, and proofread documents.
• Maintain and update company records, including the holiday schedule and employee contact lists.
• Ensure the cleanliness and organization of office spaces, including conference rooms, common areas, and the coffee station.
• Supervise general office operations, ensuring compliance with OSHA temperature requirements and workplace safety standards.
• Track and maintain office supplies inventory, place orders, and verify receipt of purchases.
• Manage office security by maintaining office keys and access control records.
• Provide administrative support to the India office team as required.
• Coordinate office maintenance, including liaising with property management.
• Sort and distribute incoming mail, sign for and track packages, and notify recipients.
• Manage office phone systems, including voicemail retrieval, call forwarding, and troubleshooting phone lines.
• Assist marketing teams with printing, scanning, and document processing as needed.

2. Human Resources Administration

• Facilitate new hire onboarding by managing required documentation, including Form I-9, W-4, Emergency Contact Forms, and Company Policies.
• Oversee training processes, ensuring new hires have access to necessary training materials.
• Address payroll-related inquiries from employees and provide assistance with documentation.
• Maintain accurate employee records and support HR compliance processes.

3. Finance & Banking Support

• Assist Account managers with financial tasks, including banking services and check deposits.
• Process and track in-house and branch deposits while updating financial records.
• Handle remote banking issues and coordinate with financial institutions when required.
• Contact clients regarding past due balances and manage reminders through calls or emails.
• Utilize Intact and TransWorld systems for financial documentation and reporting.

Education and Experience:

• 2 years of experience in front office management, executive support, receptionist, or office manager roles.
• Experience with general administrative tasks and basic accounting functions coordinating with multiple teams and departments to support business operations.
• Strong communication and organizational skills with a proactive approach to problem-solving.
• Ability to handle multiple tasks efficiently in a fast-paced office environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and office management tools.
• Highly resourceful with the ability to work independently and take initiative.
• Professional demeanor with excellent customer service skills.
• Strong attention to detail and ability to maintain confidentiality when handling sensitive information.
• Experience in Ability to prioritize tasks effectively, manage time efficiently, and adapt to changing work demands.
• Familiarity with HR processes, Accounting, payroll support, and benefits administration is a plus.
• Strong problem-solving skills and ability to think quickly in high-pressure situations.
• Experience in managing office supplies, vendor relationships, and budget tracking.
• Bachelor’s degree or relevant certification in Business Administration, Office Management, or a related field is a plus.