Executive Assistant & Personal Assistant for Financial Officers

We are seeking a full-time in office (not remote) detailed oriented Executive Assistant/Personal Assistant to join our team! You will assist the Financial Officers with running the company and other various tasks to get through the day.

Education & Qualifications:

• AA/AS degree or higher and two to five years experience as an executive administrative support professional
• High School Diploma and five or more years experience as an executive administrative support professional
• Background check is required

Responsibilities:

• Assist the Executives in client servicing, monitoring & prioritizing various tasks and deadlines
• Interacts with other personnel and external contacts, such as clients, attorneys, CPAs, licensing bureaus, court staff and other government agencies
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner
• Communicate and handle incoming and outgoing electronic communications on behalf of the executive staff
• Conduct affairs on behalf of the firm with a high level of professionalism and confidentiality
• Conduct Internet vendor research, including service and price comparisons
• Follow up on outstanding issues and track due dates
• Prepare company payroll numbers for submission to CPA
• Data entry & reconciliation of company statements
• Company bill pay
• Company & client filing
• Overtime as needed
• Occasional errand running, office event planning and decorating
• Booking of travel plans and/or transportation (personal & business)
• Tracking continued education credits for licensing & memberships
• Registration & payment for processing of various online & in person continued education opportunities
• Completion of documentation for renewal of various memberships
• Completion of documentation for renewal of state license
• Other duties as assigned

​Knowledge/Skills:

• Fluent speaking, reading & writing in Spanish a plus
• Excellent & articulate communicator able to express thoughts well in writing and verbally
• Assist Financial Officers with monitoring & prioritizing various tasks and deadlines
• Work in a fast-paced environment and display the ability and willingness to meet business critical deadlines
• Knowledge of basic bookkeeping concepts acquired through work experience
• Ability to interact with other personnel and external contacts, attorneys, CPAs, financial managers and other government agencies
• Proficient in using Microsoft Excel and Word

​Experience Required:

• Detail and Project Oriented
• Ability to Multitask
• Excellent organizational skills
• Ability to maintain the confidentiality of all company information for all administrative matters
• Strong research and problem solving skills
• Experience scheduling travel arrangements
• Basic typing ability and use of a 10-key
• Basic telephone answering & message taking ability
• Compassion, Wisdom & Maturity

​Physical Requirements and Working Conditions:

• Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer, and to periodically attend meetings at various sites within and away from the office; strength to lift and carry materials weighing up to 20 pounds; stamina to stand for up to 20 minutes; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.