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
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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.
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Identifies new ways to add value and proactively takes on new tasks to help the CFO be more productive
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Manages company Outlook calendar, including coordinating schedules with internal and external parties
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Uses previous experience combined with information technology skills to improve processes and gain administrative and organizational efficiency
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Handles sensitive and personal information with care and maintains the utmost in confidentiality
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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
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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
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Assists in annual tax preparation including but not limited to preparing company 1099s, acquiring & documenting receipt of 1099s, financial reports, etc.
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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
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Acts as communication back up for anyone on vacation and routes requests to the necessary employee or contact person
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Orders and manages supplies for employee’s at-home offices, as needed
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Collects mail at virtual office facility located in Midtown Atlanta once a week & electronically distributes to correct employee(s)
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Researches and coordinates client communications, including birthday cards and holiday cards
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Manages Atlanta storage units & maintains organized inventory of all items there
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Responsible for the charitable contribution (CEO & Private Foundations) administration including:
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Sending Requests for Acknowledgment Letters with Donation Check
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Updating related spreadsheets & making sure they tie to QuickBooks
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Maintaining 501(c)3 IRS Letters for all entities
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Maintaining yearly acknowledgment letter binder & e-files
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Update both Company Contacts & Charitable Donation Contacts Spreadsheet with current contact information
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Manage, monitor, and respond to e-mail in the general email box accounts
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Research & facilitate CFO’s requests re: professional development for QuickBooks, Microsoft Products, etc..
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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:
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Interacts with all people in a polite and professional manner and with a positive attitude
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Demonstrates proactive behavior and anticipates the needs of the CFO
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Takes ownership and resolves ad hoc issues on their own and provides results that are thorough and effective
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Enjoys researching and problem solving (Often using Google versus asking questions)
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Possesses an inquisitive mindset
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Exhibits exceptional verbal and written communication skills
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Demonstrates ability to work independently and assume greater responsibilities
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Structures responsibilities, tasks, and projects to eliminate wasted time and efforts
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Manages multiple projects and competing priorities without missing deadlines
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Maintains a high level of attention to detail and is highly organized
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Adapts to changing priorities and conditions throughout the day or week
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Responds calmly and maintain performance standards in a busy office setting
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Maintains high service standards
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Provides technical help with computers, printers and phones
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Works as a team player while accepting substantial individual responsibilities
Qualifications
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High School Diploma
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Minimum 3 years Executive Support/Administrative or Professional work experience
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Proficient skills with Outlook and Microsoft Office suite as well as iPhone apps and phone use