Executive Admin Assistant (For Pooling)

Position Summary:
We are seeking a highly organized and detail-oriented Executive Assistant to provide comprehensive administrative support to the entire Executive Team. The ideal candidate will be a proactive problem-solver with exceptional multitasking abilities and a keen ability to manage various tasks across different departments.
 

Key Responsibilities:

• Executive Support:
  • Manage the calendars of the Executive Team, schedule meetings, and coordinate travel arrangements.
  • Prepare and edit correspondence, communications, presentations, and other documents.
  • Handle confidential information with discretion and professionalism.
  • Facilitate communication between the Executive Team and internal/external stakeholders.
  • Organize and maintain files, records, and other important documents.
• Payroll Management:
  • Process payrolls for all employees, ensuring accuracy and compliance with relevant laws and regulations.
  • Maintain and update payroll records, including employee benefits, deductions, and taxes.
  • Prepare and distribute payroll reports to management and relevant departments.
  • Address and resolve payroll-related inquiries and issues promptly.
• General Administrative Support:
  • Coordinate and manage executive meetings, including preparing agendas, taking minutes, and following up on action items.
  • Assisting the finance team with billing and QuickBooks's entries.
  • Coordinating, scheduling interviews, and sending follow-ups to applicants.
  • Assist in the preparation of reports, presentations, and data analysis as needed.
  • Support the organization and execution of company events and team activities.

Qualifications:

• Education: Bachelor’s degree in Business Administration or a related field is preferred.
• Experience: Minimum of 3-5 years of experience as an Executive Assistant, with experience in payroll management.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and payroll software (e.g., QuickBooks, ADP).
• Communication Skills: Excellent written and verbal communication skills.
• Organizational Skills: Strong ability to manage multiple tasks and priorities in a fast-paced environment.
• Attention to Detail: High level of accuracy and attention to detail, particularly in payroll tasks.
• Confidentiality: Ability to handle sensitive information with the utmost confidentiality.

Personal Attributes:

• Proactive: Anticipates needs and takes initiative to address them.
• Problem-Solver: Strong analytical and problem-solving skills.
• Team Player: Works well with others and supports cross-functional teams.
• Adaptable: Flexible and able to adapt to changing priorities and demands.