Executive Assistant - REMOTE

Executive Assistant – Atlanta, GA (Remote)

A successful candidate will have the ability to manage multiple responsibilities in a small team environment and possess a strong attention to detail, an energetic and positive attitude, and experience with file management and/or process improvement. Organizational skills, flexibility, promptness and the ability to anticipate needs are necessary in all tasks and responsibilities.

Responsibilities

• Supports and reports directly to the CFO of the company with administrative tasks, including but not limited to: meeting scheduling and preparation, managing incoming calls, etc.

• Identifies new ways to add value and proactively takes on new tasks to help the CFO be more productive

• Manages company Outlook calendar, including coordinating schedules with internal and external parties

• Uses previous experience combined with information technology skills to improve processes and gain administrative and organizational efficiency

• Handles sensitive and personal information with care and maintains the utmost in confidentiality

• Oversees business and personal insurance policies, including but not limited to: keeping the Master Insurance Spreadsheet up to date, ensure best rates at renewal each year, and maintain electronic and paper records of all policies

• Maintains the details of CEO’s personal property (art, jewelry, etc.) for insurance and estate purposes and assists in the shipping and selling of art, upon request

• Assists in annual tax preparation including but not limited to preparing company 1099s, acquiring & documenting receipt of 1099s, financial reports, etc.

• Works closely with senior accountant in regard to invoicing customers, confirming commission payments, acting as liaison to vendors, and any other over-flow tasks the senior accountant may require assistance with

• Acts as communication back up for anyone on vacation and routes requests to the necessary employee or contact person

• Orders and manages supplies for employee’s at-home offices, as needed

• Collects mail at virtual office facility located in Midtown Atlanta once a week & electronically distributes to correct employee(s)

• Researches and coordinates client communications, including birthday cards and holiday cards

• Manages Atlanta storage units & maintains organized inventory of all items there

• Responsible for the charitable contribution (CEO & Private Foundations) administration including:

  • Sending Requests for Acknowledgment Letters with Donation Check

  • Updating related spreadsheets & making sure they tie to QuickBooks

  • Maintaining 501(c)3 IRS Letters for all entities

  • Maintaining yearly acknowledgment letter binder & e-files

  • Update both Company Contacts & Charitable Donation Contacts Spreadsheet with current contact information

• Manage, monitor, and respond to e-mail in the general email box accounts

• Research & facilitate CFO’s requests re: professional development for QuickBooks, Microsoft Products, etc..

• Manage tasks using the Kanban Project Management tool for employees

Competencies

The following competencies outline some of the characteristics that we expect to contribute to the success of this position:

• Interacts with all people in a polite and professional manner and with a positive attitude

• Demonstrates proactive behavior and anticipates the needs of the CFO

• Takes ownership and resolves ad hoc issues on their own and provides results that are thorough and effective

• Enjoys researching and problem solving (Often using Google versus asking questions)

• Possesses an inquisitive mindset

• Exhibits exceptional verbal and written communication skills

• Demonstrates ability to work independently and assume greater responsibilities

• Structures responsibilities, tasks, and projects to eliminate wasted time and efforts

• Manages multiple projects and competing priorities without missing deadlines

• Maintains a high level of attention to detail and is highly organized

• Adapts to changing priorities and conditions throughout the day or week

• Responds calmly and maintain performance standards in a busy office setting

• Maintains high service standards

• Provides technical help with computers, printers and phones

• Works as a team player while accepting substantial individual responsibilities

Qualifications

• High School Diploma

• Minimum 3 years Executive Support/Administrative or Professional work experience

• Proficient skills with Outlook and Microsoft Office suite as well as iPhone apps and phone use