Executive Assistant - Roessel Joy
Braintree, MA 02184
About the Job
A food production company is seeking to hire an Executive Assistant. Looking for a candidate who has over 7 years of experience support C level executives. In this seat, you will be handling invoices that will be reviewed by AP, signing legal documentation, handling insurance related documents and supporting the Board. The ideal candidate is extremely organized and can handle calendar/travel management, is a confident self-starter, and has a legal/finance background (highly preferred, but not required).
Responsibilities:
- Researches, compiles, assimilates, and prepares confidential and sensitive documents.
- Generates error free correspondence, tracks and manages its flow throughout the organization’s digital processing system.
- Knowledge of DoD or DON Military Manpower Reporting Systems.
- Attends key meetings and records publish error free minutes.
- Reads and screens incoming correspondence and reports; makes preliminary assessment of the importance of materials and organize and prioritize documents.
- Receives and screens incoming calls and visitors, determine priority status, and make referrals to appropriate staff or provide requested information.
- Compiles and maintains records, statistical information, and reports.
- Establishes and maintains various filing and records management systems.
- Maintains accurate file plans IAW DON governing policies.
- Verifies accuracy of information in databases.
- Greets and assists visitors.
- Processes daily attendance reports.
- Maintains polite and professional communication via phone, e-mail, and mail.
- Resolves day-to-day administrative, and operational matters.
- Maintains and updates calendar, schedule Microsoft Teams meetings, and takes minutes.
Requirements
- Must have attention to detail and a good proofreader.
- Develop and sustain a level of professionalism among staff and client.
- Demonstrated professional skill in written and oral communications.
- Demonstrated ability to work independently and as part of a team.
- Excellent organizational skills with an ability to think proactively and prioritize work.
- Experience exercising discretion and confidentiality with sensitive company information.
- Familiar with digital filing and segregating correspondences.
- Proficiency with Microsoft Word, Excel, and PowerPoint software.
RESPONSIBILITIES: Processing vendor invoices with accuracy and timely manner. Ensure match for Purchase Orders and follow up on exceptions. Resolve discrepancies with suppliers and build trustworthy & reliable relationship with suppliers/departments/colleagues. Effectively communicating on inquires to ensure all invoices/inquiries are handled within the company's standards. Identify missing invoices from suppliers and ensure they are captured prior to month end close. Reconciling monthly supplier statements, which includes follow ups and reporting. Assist with internal and external audits. Adhere to the new vendor setup and maintenance procedures. Implement solutions, best practices, and procedures in the accounts payable department. Team-player who can also work independently. Assist with special projects, as instructed. QUALIFICATIONS: Bachelor's degree in business administration, accounting, finance, or related field preferred Knowledge of MS Excel Attention to detail is essential 1-3 years of relevant accounting experience
Source : Roessel Joy