Executive Assistant

Executive Assistant

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to our executive team. The ideal candidate will be adept at managing multiple tasks, maintaining a high level of professionalism, and ensuring the smooth operation of our office environment. This role requires exceptional communication skills and the ability to handle sensitive information with discretion.

Essential Job Duties & Responsibilities

1. Process all non-PO invoices, ensure all approval levels have been met prior to payment.
2. Track critical vendors: utilities, rent, IC commissions.
3. Ensure proper GL coding of invoices, verify prices and terms.
4. Works directly with Purchasing and vendors to resolve discrepancies.
5. Works directly with Receiving to ensure (item receipts/goods receipts) are in good order prior to final payment.
6. Assist with processing employee expense reports & check requests.
7. Assist in the preparation of the weekly payment proposal and submit to accounting management for disbursement funding.
8. Maintain vendor/payment files and documentation thoroughly and accurately, in accordance with company policy and accepted accounting practices.
9. Vendor maintenance: includes W-9 collection and ensures 1099 information is received and correctly entered in database.
10. Perform OFAC sanctions search for all new vendors.
11. Main contact for all vendor inquiries.
12. Respond to vendor inquiries timely (within 24 hrs).

Skills

• Strong proofreading skills with attention to detail in written communications.
• Proven experience in administrative roles with a focus on executive support.
• Proficiency in event planning and coordination.
• Excellent organizational skills with the ability to prioritize tasks effectively.
• Familiarity with office management procedures and front desk operations.
• Exceptional phone etiquette and interpersonal communication skills.
• Competence in data entry tasks with a focus on accuracy.
• Experience using DocuSign or similar electronic signature platforms is a plus.

If you are a motivated individual looking to contribute to a dynamic team while enhancing your administrative skills, we encourage you to apply for this exciting opportunity as an Executive Assistant.

Job Type: Full-time

Pay: $75,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Work Location: In person