Executive Assistant

Job Description

The Executive Assistant position is a key member of the operations team whose primary role is to free up the President and the VP to function in their highest and most productive capacities. This includes functioning as a buffer for internal, lower-level demands, as well as external vendors and salespeople. SanAir has grown rapidly over the last five years. The organization now needs to emphasize process, documentation and order as we continue to pursue a lean staffing model. The Executive Assistant position will be key in that effort, and will be exposed to a range of administrative areas including human resources and accounting. Balancing and maintaining office relationships while resisting scope creep will be the greatest challenge.  As a result, a friendly and helpful but firm demeanor will be paramount in this position.

Shift

• Full-time position, 40 hours/week

Requirements

• A four-year college degree preferred
• 2+ years of demonstrated, successful experience working in an administrative assistant capacity
• Excellent computer skills, including Microsoft Outlook, Word, Excel, and PowerPoint, along with other various online applications
• NetSuite or ADP experience is a bonus
• Ability to handle sensitive information with confidentiality and exercise independent judgment
• Excellent customer service, interpersonal, and oral and written communication skills
• Excellent project management skills; ability to multitask and prioritize appropriately
• Ability to work independently and with minimal supervision and direction
• Valid US work authorization
• Current Driver’s License
• Capable of clearing a background check 

Responsibilities

Administration

• Manage interactions on behalf of the President and Vice President (answer phones, review emails, manage calendars, set meetings, open mail, gather materials in advance of meetings)
• Organize Managers’ Meetings, including managing calendar notices, ensuring agenda is finalized and distributed, securing conference rooms, confirming AV/conference call is operational, ordering lunches, preparing research or materials for meetings, and taking and distributing minutes from the meetings
• Make travel arrangements for the President and Vice President
• Maintain travel and expense reports (RAMP)
• Acting as liaison between management and other functional areas (such as IT) for project purposes
• Cover for Reception if that person is out of the office, including assisting with job traveler review when able
• Track Master Service Agreements to ensure review by Vice President and/or President
• Other duties as assigned

Accounting

• Generate monthly reports from NetSuite and distill into key metrics: Productivity, Expenses, Cash Flow, etc.
• Filing sales and use taxes online
• Opening New Clients, Job Block Removal (as backup for when Accounts Receivable and Accounts Payable are out)
• Act as backup for Accounts Payable if both AR and AP are out

HR

• Schedule new hire interviews (in coordination with VP and lab directors’ schedules)
• Maintain Time Off Calendar (Company Vacation)
• Perform Job Posting maintenance (KeldairHR); liaise with website management company to post/edit
• Processing timecards
• Benefit maintenance (add, moves and changes)

• Organize and execute employee appreciation events (including ordering approved employee gifts)

   

Operations

• Act as liaison between Company and PEAK property management; Field inquiries/support requests
• Perform monthly audits of PEAK billing to SanAir to ensure billing is being performed accurately and timely
• Order/maintain office and laboratory supplies
• Pack and ship daily supply orders for clients
• Maintain equipment maintenance schedules to ensure lab directors are performing this task
• Assist with large projects, such as migration to a new payroll system (ADP)
• Answering phones for reception (when receptionist is out of office or handling job travelers)
• NetSuite maintenance (special pricing project)
• Assist with generating client FedEx labels when Support is not available
• Maintain calendar of key operational deadlines, contract renewals (and cancellation requirements); schedule service calls
• Electronic filing of scanned documents (executed contracts, etc.) in SharePoint; manual filing as needed

Company Description

Based in Richmond, Virginia, SanAir’s specialties have grown to include analytical and advisory services to detect and identify asbestos, lead and metals, environmental microbiology, bacteria, Legionella, and other environmental hazards. Our specialty environmental division performs LEED testing, Biogas Matrix Analysis, VOC testing, Industrial Hygiene IAQ, and Odor Issue identification. SanAir’s clientele includes industrial hygienists, engineers, governments, and restoration and remediation contractors. SanAir is a proud recipient of the Richmond Times-Dispatch’s Top Workplaces designation more than five times. For more information, please visit www.sanair.com.

Benefits

- Company Sponsored Benefits: (Eligible 1st of the month following 60th day of employment)
            - Medical
            - Dental 
            - Short- and Long-Term Disability
            - Life / AD&D

- Paid Time Off
- Company Contribution Benefits:
            - Monthly HSA of $35.00
            - 401(k) -- 4% match on Employee 5% contribution (Eligible 12 months after date of hire)
- Available Benefits Not Sponsored by Company
            - Medical and Dental Coverage for Child/Children/Spouse/Family
            - Supplemental Insurance