Accounting\Executive Assistant

Working within the mission, vision, and core values of the organization, an Executive Assistant performs an array of administrative functions essential to running the organization efficiently. This position serves as a central point of contact for the organization. More importantly, this position ensures the appropriate prioritization of the CEO’s time and that he has everything he needs to successfully run the organization. An Executive Assistant takes care of administrative functions along with other duties and provides support services thus freeing the CEO to focus on managing the organization.

Core duties are administratively managing and organizing the CEO corporate and personal obligations. Handles a wide range of administrative and executive support related tasks. Provides secretarial skills, administrative skills and knowledge to support the CEO. Has a varied skill set, superb organizational abilities, very flexible, possesses outstanding problem-solving skills. Plans, schedules, coordinates and manages the CEO’s calendaring, meetings, programs, projects, travel arrangements and related activities. Maintains confidentiality of information. Has a proven track record of supporting and working with a high-functioning team. Establishes and maintains working relationships with associates in other departments. Executes high level administrative oversight to an extremely busy office. Successfully performs tasks with a substantial amount of interruptions throughout the day.

ESSENTIAL DUTIES AND RESPONSIBILITITES

The essential functions include, but are not limited to the following:

Executive Support

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records designing forms, and other office procedures and terminology
• Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times
• Managing one’s own time and the time of others
• Talking to others to convey information effectively
• Communicating effectively in writing as appropriate for the needs of the audience
• Requires being careful about detail and thorough in completing work tasks
• Requires being reliable, responsible, and dependable, and fulfilling obligations
• Requires being honest and ethical
• Requires being sensitive to others’ needs and feelings and being understanding and helpful on the job
• Schedules, organizes, manages and maintains calendar of complex schedule of appointments for the CEO
• Answers telephone for CEO and corporate inquires, gathers information, deals with situation or refers messages as appropriate
• Represents the CEO by greeting and welcoming staff, team members, Board Members, visitors, vendors, external contacts, et cetera in a courteous and professional manner and refers them to appropriate staff/department, as needed.
• Interacts with all levels of CEO contacts with a professional demeanor
• Manage CEO’s complex corporate and personal obligations with a frequently changing schedule
• Performs composition and typing of memos, correspondence, reports, document preparation, contracts, and other legal documents/forms in a timely and accurate manner for the CEO and others as requested.

Accounting Support

• DSS and sending emails regarding missing past a period
• Workers' Compensation invoice
• Review third party entries
• Accounting email (organizing)
• Bank reconciliations
• Rent reports
• Balance sheet
• Pay Active reports
• Cash flow (updated actual)
• 7901 sales calculation
• Mapping incoming sales and payments sales accounts
• Weekly mass email
• Carousel checks (ordering deposit slips and bags)
• Updating store listing from directory

NOTE

This job description in no way states or implies that these are the only duties to be performed by the associate occupying this position. Associate will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.