PepUp

Executive Assistant

Federalsburg, MD

full_time

About This Job

Executive Assistant Description

Our

Executive Assistant

will provide high-level administrative support to the Executive Director and other senior staff.

Skills & Experience

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High school diploma required, bachelor’s degree in business administration or related field preferred.

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At least 4 years of related experience required.

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Able to type a minimum of 50 words per minute.

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Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

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Excellent verbal and written communication skills.

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Excellent organizational skills and attention to detail.

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Excellent time management skills with a proven ability to meet deadlines.

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Ability to function well in a high-paced and at times stressful environment.

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Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.

Duties & Responsibilities

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Provides high-level administrative support and assistance to the Chairman, CEO, President, and/or other assigned leadership staff.

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Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.

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Arrange travel and accommodations for executives.

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Schedule meetings on behalf of executives

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Receives incoming communications including email on behalf of senior staff, reviews content, determines importance, and summarizes and/or distributes contents to appropriate staff.

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Performs corporate and personal office tasks including maintaining records, ordering supplies, and performing basic bookkeeping. Reconcile checking accounts and keep spreadsheets for auditors.

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Make disbursements and deposits.

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Send credit card expense details to company card holders-Make credit card statement payments. Send spreadsheet to accounting. Approve Imburse expenses.

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Prepare and approve expense reports for Chairman, CEO and President

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Coordinate donations and floral orders for employee life events.

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Tracking and timely registration for all company vehicles

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Oversee and assign pool vehicles as requested. Ensure pool vehicles are maintained.

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Keeps/tracks Certificates of Insurance for all outside vendors

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Assist with coordination of all insurance renewals

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Open mail/distribute as appropriate. Route customer communications to the appropriate parties.

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Separate checks and scan for deposit when ready

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Collect and organize all tax related paperwork for auditors and pay taxes.

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Administrative work as it relates to rental property – receive payments, take care of calls/complaints

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