Executive Administrative Assistant

Executive Administrative Assistant

JOB DESCRIPTION

Supervisor: CEO Status: Entry Level, Full Time, Non-Exempt
Revised: March 2025

Job Summary

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The Executive Administrative Assistant is responsible for providing Sr. Management and Management with general operational support while assisting as necessary in the Administration department. The job will include, but is not limited to, the following responsibilities.

Responsibilities

· Provide strong administrative and general support to Senior Management

· Type and edit correspondence, maintain calendars, and schedule meetings

· Maintain travel arrangements through appropriate channels

· Coordinate staff schedules and retrieve voicemails

· Set up meetings and serve as project administrator when needed

· Accounts Payable and Accounts Receivable processing in a timely manner

· Operational and client support, including reconciliation matters and compliance tracking

· Work closely with accounting department and clerical/finance teams

· Contract translation for billing mechanisms and charge codes within FR system

· Support the processing of financial documents and accurate recordkeeping

· Assist with data entry, spreadsheets, and report preparation

· Manage manual credit card charges related to freight payments, monitoring limits and investment opportunities daily

· Maintain D&B profile, coordinate monthly meetings, and serve as contact for review

· Serve as liaison and administrator for the GSA (General Services Administration) contract with the CEO

· Manage and ensure SOC Certification processes and documentation

· Administer the Corporate FastPay Program and act as sales agent with the CEO for the service

· Create and maintain corporate monitors and digital content for lobby, conference rooms, and internal messaging

· Provide scanning support with proper labeling and forms

· Manage and update social media accounts (Facebook & X)

· Coordinate all on-site visitor arrangements, including food and logistics for corporate events

· Prepare and distribute birthday cards, holiday gifts, and promotional items to clients

· Design, manage, and archive all corporate artwork, graphics, and ads

· Maintain and distribute official logos, brand icons, and website assets

· Manage contracts and IO deadlines for advertising (print and online)

· Complete award-related surveys and submissions for company recognition

· Supervise daily duties of designated support personnel

· Perform other duties and responsibilities as assigned

Qualifications

· 1-2 years’ experience as an Administrative Assistant preferred

· Prior work & knowledge of banking, finance & AP/AR is preferred

· A Minimum of Intermediate proficiency in the Microsoft Office Suite preferred – Word, Outlook, Excel

· Strong analytical, critical thinking and problem solving are mandatory

· Prior experience using computer software to create spreadsheets; manage databases; and prepare presentations, reports, and documents.

· Prior experience processing financial documents; monitor financial transactions; entering data and managing accurate financial records

Job Type: Full-time

Pay: $54,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $54,000 - $55,000