The Executive Assistant & Bookkeeper requires a blend of executive-level administrative support and general bookkeeping functions. The position reports directly to the company President and requires the discretion to handle sensitive and proprietary matters in a professional manner.
The position requires exceptional analytical skills as well as experience with administration, communication, bookkeeping and internal/external relations. The role requires exceptional organizational skills, high ethical standards, and the experience carrying out multiple projects while prioritizing tasks. The Executive Assistant/Bookkeeper is an integral component of our team with room for growth and exposure to a variety of industries.
It requires in-office four days a week with Friday a work at home day.
TASKS AND RESPONSIBILITIES: The following duties are essential to the successful and satisfactory performance of this job. Other duties may be assigned.
- Executive Administration Administrative: Prepare meeting agendas, materials, and distribute in advance. Take meeting minutes, summarize discussions, and distribute to attendees. Make travel arrangements and manage calendars, proactively resolving scheduling conflicts. Ensure meeting rooms are set up with equipment and materials. Provide administrative support for team projects as requested.
- Office Management: Proactively manage a functioning, orderly office environment, including inventory management, business license renewals, functioning office equipment. Responsible for keeping company policies and standard operating procedures current. Process and manage incoming and outgoing mail and shipments.
- Communications: Answer and direct calls. Monitor executive’s email inbox and prioritize client communications. Draft responses to client emails as directed. Coordinate with team members to ensure timely completion of projects and tasks as requested.
- Virtual Meeting Management: Schedule meetings, send invites, and manage calendars using tools like Outlook, Google Calendar, and scheduling software. Set up Zoom, Microsoft Teams, Google Meeting and other virtual meeting platforms with competence in sharing screens.
- Contract Support: Track the status of agreements from creation to execution. Proofread to ensure accuracy and compliance. Facilitate the execution of contracts or agreements via Adobe Sign and DocuSign. Maintain accurate records of all signed documents and agreements.
- Record Keeping: Organize and archive documents. Maintain client files digitally and in binders with tabs. Regularly back up digital records to prevent data loss. Ensure the security and privacy of documents.
- Streamline Systems: Oversee implementation of processes and technologies to ensure smooth and scalable business operations. Proactively identify and eliminate administrative and operational tasks that consistently pull the executive team away from the bigger picture.
- Financial Administration Accounts Payable: Receive and process invoices, ensuring accuracy and proper approvals. Track and manage business expenses. Generate and process purchase orders and match with invoices.
- Accounts Receivable: Prepare and issue invoices to clients in a timely manner. Monitor and record incoming payments and apply to client accounts. Accurately record revenue transactions in the accounting system.
- Payroll Support: Work closely with payroll providers to ensure accurate and timely processing and resolve payroll issues. Ensure PTO and timesheets are approved and entered for payment.
- Compliance: Ensure compliance with accounting procedures, client policies and company protocols. Obtain necessary approvals as required.
- Record Keeping and Record Retention: Maintain organized and secure records in traditional paper and/or electric filing systems for auditing and reference purposes. Maintain annual calendar for contract renewals and initiate as needed.
- Vendor and Subcontractor Management: Act as the point of contact for clients, vendors and subcontractors, addressing inquiries and providing timely updates. Resolve invoice discrepancies and ensure timely payment. Monitor agreement expiration dates and initiate renewals as needed. Maintain organized and up-to-date records, ensuring easy retrieval and reference.
- Tax Documents: Assist with the preparation of tax documents.
- As Needed Onboarding: Assist with onboarding new employees, including employee paperwork, preparing workstation, office orientation, bios, headshots, trainings, etc.
- Employee Manual: Update and maintain the employee manual, ensuring all policies and procedures are current and communicated to staff annually
- Employee Records: Maintain and update employee records to ensure compliance with labor laws.
- Contact Database: Maintain CRM database of clients, employees, vendors, contractors and suppliers.
- Inventory Tracking: Maintain asset inventory database of company equipment, coordinate with service providers for maintenance, and arrange for repairs or returns.
- Digital Filing System: Manage and recommend improvements to the company digital filing system.
- Events: Plan company events and activities - staff celebration and events to honor birthdays, milestones, etc. Maintain contact databases.
- Ad-Hoc: Handle any ad-hoc projects or special requests as required.
