What are the responsibilities and job description for the Executive Assistant position at Harmony Senior Services?
Why Harmony?
Fulltime Part-time Benefits Packages
401(k), Telehealth Flex Spending Health Savings Account Options
Training, Development Career Laddering
Job Description
The executive assistant performs general and specialized office work and assists senior leadership, accounting, finance, risk management, and corporate teams with administrative and secretarial responsibilities.
Duties are broad, varied and often of a complex and confidential nature. Independent judgment, initiative and decision-making abilities are required. The executive assistant is able to anticipate needs and accomplish tasks with minimal supervision or direction.
Duties and Responsibilities :
Act as liaison between CEO and various individuals inside and outside the company. Maintain CEO's calendar of meetings and appointments.
Prepare and edit documents, including correspondence, presentations, reports, legal documents, meeting materials, and other written communication, some being confidential in nature. Includes printing, binding and distributing documents as appropriate.
Manage administrative tasks for Harmony Senior Services, including travel arrangements, expense reports, timesheet preparation, e-mail distribution lists, organization charts, educational sessions, docket items, etc.
Organize and maintain Harmony Senior Services documents, including tax, audit, bank, contracts and agreements, and other department files.
Schedule meetings for team members, including coordinating with internal and external participants, distributing meeting materials, and handling meeting logistics.
Arrange and coordinate travel for team members, including reservations for airline, car, and hotel, and conference registrations as needed.
Support audit activities, typing and reviewing audit documents, distributing annual reports, maintaining distribution lists, organizing audit files, and uploading documents to the secure drive.
Assist with banking, including opening and closing bank accounts, updating signers, and other banking activities as requested.
Support corporate team as requested, including assistance with corporate documents, minute books, docket items, obtaining signatures, Census Bureau Reports, and other projects and general support required.
Summarize monthly workers' compensation data and prepare reports for team.
Oversee copy machine operation, including repairs and supplies, usage reports, and cost codes.
Make and receive telephone calls and e-mails, possibly sensitive and confidential in nature, discerning and processing the needs of the caller / sender and responding to requests as appropriate.
Process and distribute incoming mail to team members.
Order office supplies as necessary to ensure the continuous efficiency of the team.
Perform phone roll-over and back-up receptionist duties as necessary.
Perform other duties, special assignments, and projects as assigned.
Requirement
Advanced secretarial degree and related experience, or high school education and related secretarial experience.
Minimum of (5) years of experience supporting a technical administrative team.
Basic knowledge of finance and accounting terminology.
Excellent organizational skills and high attention to detail; ability to balance multiple priorities and meet deadlines.
Ability to work with little supervision, taking initiative in tasks that need to be accomplished.
Ability to work with high level of integrity, using discretion with sensitive and / or confidential information.
Excellent oral and written communication skills.
Ability to work in a fast-paced and changing environment to meet critical and ongoing deadlines.
Proficient in MS Word, Excel, Power Point and other software required; database experience helpful.
Able to operate various office equipment, including computers, copiers, scanners, printers, fax machines, etc.
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