Executive Assistant

•  3-5 Years of experience supporting senior-level executives or performing office management
• Communication: Exceptional written and verbal communication skills.
• Software Proficiency: Advanced skills in Microsoft Office (Word, Excel, PowerPoint) and virtual collaboration tools (Teams, Zoom).
• Organization: Strong project management and time management abilities.
• Soft Skills: High-level of professionalism, adaptability, and discretion
• Taking Initiative with problem-solving 
• Strong decision-making skills​  
• Experience tracking budget expenses
• Managing processes
• Developing standards 
• Promoting process improvement
• Inventory control 
• Reporting skills

Responsibilities:

• Preparing financial statements, reports, memos, invoices, and other bookkeeping tasks
• ​Monitor multiple email inboxes and send responses daily
• Track and Collect Payments from Customers (A/R)
• Calendar Management
• Project Support: Assisting with special projects, research, and tracking company-wide goals
• Develops and produces in-house proposal responses (RFP’s and RFQ’s) in a deadline-intensive, challenging environment to ensure high-quality proposal responses
• Develop documents and Processes to Promote Departmental Organization
• Confidentiality: Maintain strict discretion with sensitive company, financial, and personnel information
• Communicate, track all jobs progress to customers
• ​C​reate and submit invoices ​within QuickBooks
• ​Assist Webmaster with maintain​i​ng company website and social media pages
• Utilize Excel to create spreadsheets and track data
• Prepare and submit Government / Commercial RFI's and RFPs upon request
• Maintain Customer Files
• Dispatch incoming work orders
• Schedule Appointments with customers
  Assisting Customers with Material Selections
• General office ​support duties (Filing, Answering Phones, etc.); Supports company operations by maintaining office systems
• Prepare forms such as change orders, purchase orders, service agreements, and subcontracts
• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement
• Completes operational requirements by scheduling and assigning work orders to the maintenance techs; following up on work-order results
• Maintains office services by organizing operations and procedures, preparing payroll, controlling correspondence, designing filing systems, reviewing, and approving supply requisitions and assigning and monitoring clerical functions