Executive Assistant to the President and Office Manager

Description

Executive Assistant to the President and Office Manager

Administration:

• Manage the executive calendar, prioritizing appointments and ensuring time is allocated effectively.
• Assist with project management tasks as directed, providing administrative support to various initiatives.
• Maintain filing systems, both electronic and physical, ensuring easy access to important documents.
• Prepare reports and presentations as needed for senior management.

• Schedule and organize company meetings and conference calls, ensuring all necessary parties are informed and prepared.
• Greet visitors to the corporate offices as necessary
• Prepare meeting rooms, including coordinating food and beverage services as required.
• Take detailed meeting minutes, summarizing key discussions and action items, and create task lists for follow-up.

• Make comprehensive travel arrangements for senior management, including flights, accommodations, and transportation, ensuring all itineraries are efficient and cost-effective.

• Write clear, concise correspondence on behalf of the President, including emails, memos, and reports.
• Open and distribute all incoming mail for the corporate office, prioritizing urgent items.

• Maintain and monitor production facilities' utility accounts, ensuring timely payments and addressing any discrepancies.
• File lien/prelien documents
• Process lien releases/verify for signatures

• Coordinate and facilitate company-wide communications, ensuring information is disseminated accurately and efficiently.

• Serve as a liaison between the President and other departments, fostering collaborative relationships.
• Organize and manage office supplies, ensuring the team is well-equipped.

Accounts Payable/Accounting

• Verify 3 way match for vendor invoices, code appropriately and route for approval
• Ensures accounts payable invoices and expense claims are accurate, properly coded and authorized for payment.
• Prepare weekly Open PO report
• Prepare AP Payment Forecast
• Ensure AP and accounting records are filed in the appropriate software or cloud folders.
• Run monthly financial reports as directed
• Download credit card statements, reconcile, and post with proper GL coding
• Develop an excellent working knowledge of the accounting software
• Make sure all AP invoices are regularly synched in Quick Books for accurate timely cost reporting.
• First call for accounts approaching 30 Days and up to 40 Days
• Run AR aging reports (after checks are posted)
• 13 Week cashflow reports
   

Knowledge, Skills, and Abilities 

• Bachelor’s degree preferred.
• Exceptional organizational skills and the ability to multitask effectively.
• High level of discretion and confidentiality in handling sensitive information.
• Strong functional capabilities with Excel and Word
  • VLOOKUP
  • Pivot Tables
  • SUMIFS
• Ability to type at least 45 words per minute
• QuickBooks knowledge (Preferred)
• Ability to work in a fast-paced and fluid environment
• Strong problem-solving skills and attention to detail
• Strong personal motivation with the ability to work with little supervision and attention to detail while working in a deadline-driven environment
• Ability to communicate clearly and concisely across multiple levels within the company
• Bring positivity and fun to the office
• Works directly with or develops confidential information, which requires regular use of discretion.

Qualifications