Executive Assistant (Open)

Responsible for supporting the management team and the office in general from an administrative standpoint, thus assisting in the delivery of superior client service. 

Reports to the Managing Partner and other partners

Requirements:

• Typing speed of at least 40 words per minute with high accuracy
• Advanced to Expert knowledge of MS office (Word, Excel, PowerPoint and Outlook)
• Two years minimum experience as an executive assistant or office manager
• Excellent written and verbal communication skills

Responsibilities:

• Sorting and opening incoming mail
• Routing all faxes arriving via RightFAX server
• Greeting visitors at the front desk
• Answering inbound telephone calls from Auto Attendant and route to proper team member
• Answer backup client support calls
• Maintain office Auto Attendant messages
• Non-technical phone system training support, management and configuration
• Non-technical administrator for web meeting service
• Manage office supply inventory and order, receive and inventory all office supplies
• Maintain inventory and arrange for printing and other miscellaneous outside services
• Coordinate shipping and receiving activities and supplies
• Maintain office postage supply
• Order and/or pickup meals as needed
• Resident Word, PowerPoint, Excel and Outlook expert
• Prepare copies and/or PowerPoint slides for meetings, presentations, etc.
• Schedule and coordinate internal meetings for team members with management team
• Manage meeting room calendars
• Send emails and calendar invitations on the partners’ behalf
• Coordinate holiday card mailing list
• Maintain company organization chart
• Keep employee phone list and employee entries in CRM database up-to-date
• Keep partner mobile phones updated with employee contact information
• Maintain organization of office public access drive (M:\ drive)
• Maintain all vendor and partner contracts and files
• Contract administration including drafting contracts for legal review, obtaining partner signature, sending contract via UPS, formatting the contract after changes are made, verifying all fields in database are accurate, activating and expiring contracts and managing the paper copies
• Coordinate with landlord for any cleaning, special needs or general communication
• Maintains membership as Notary Public and performs duties accordingly
• Coordinates necessary travel arrangements for any personnel engaging in out-of-town business
• Backup for various basic accounting duties
• Compiling expense reports for self and partners
• Provide confidential administrative support for the Human Resource function including, new and terminated employee paperwork, organizing events, office birthday celebrations, employee anniversary recognition, employee handbook support, 401(k), FSA and insurance paperwork, employee orientation scheduling, employee training scheduling, recruiting assistance such as job posting, candidate scheduling, pre-employment testing, background testing and drug testing
• Plan and coordinate special events such as all-employee meetings and other special events, such as the spring bar-b-que, summer family event and the holiday party
• Assist partners with coordination or administrative duties to support their various networking and charitable involvement
• Assist partners with a few limited personal tasks, such as personal travel, ordering and picking up lunches, etc.
• Execute a confidentiality and non-compete agreement upon hiring
• Set a good example for others
• Be respectable and act ethical at all times in both personal and professional endeavors

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