Executive Administrative Assistant Job at RI Temps, Inc. in Warwick

This position runs from January 1,2025 through mid July 2025, Monday -Friday 8:30-5:00

Responsibilities:

Executive Support

· Maintain & Gatekeep the CEO’s Calendar:

- Manage personal and professional appointments and prioritize the most sensitive matters.

- Book travel arrangements and transportation as necessary.

· Manage CEO’s email inbox:

- Provide communications support via writing/editing emails and preparing correspondence on the CEO’s behalf.

- Act as a filter, forward incoming email correspondence to the CEO or other appropriate staff.

· Organize in-office and off-site meetings:

- Including scheduling and sending reminders

· Track and maintain follow-up with CEO’s prospective clients

· Send gifts, flowers, etc. as requested

· Ensure CEO is up to date on all CE and compliance related courses

· Maintain and communicate CEO’s daily pending to-do items

Office Management

· Main point of contact with IT Company

- Act as company liaison to ensure all issues are resolved.

- Meet with IT several times a year for strategic planning

- Maintain log of company devices and hardware. Work with IT to order new items as needed.

· Main point of contact with Compliance Firm

- Attend monthly meetings with the compliance team to ensure all compliance requirements are met

- Collect quarterly compliance reports from all W2 and 1099 staff, review for accuracy.

- Act as company liaison to ensure all issues are resolved

· Main point of contact with Condo Association and Property Management Company

- Communicate messages from Peregrine/Garden’s Office Park to staff as needed.

- Attend Condo Owners meetings and take minutes on updates

- Submit/track all maintenance requests for the office units

- Maintain key fob log with Peregrine

· Manage inventory of office supplies, such as marketing material, IT equipment, kitchen supplies, shred bins.

· Coordinate all company meetings, events, and outings

- Prepare agenda, presentation materials

- Organize catering and Audio Visual as necessary

· Provide support/troubleshooting to office team with any IT, application, office equipment related issues.

· Ensure all office staff adhere to the office policies and procedures manual and all compliance standards

Human Resource

· Work with senior leadership to identify recruiting needs. Update job descriptions/openings, coordinate phone screening and interviews with appropriate staff, draft offer letters.

· Own the onboarding and offboarding procedures

· Coordinate and lead the new hire orientation process

· Coordinate Benefits: Health, Dental, Vision, LTD, 401 (k)

· Lead New Hire/Onboarding process

· Manage employee PTO requests

· Maintain employee files

· Maintain HRIS database

Payroll & Accounting

· Payroll Processing

- Process payroll for W2 and 1099 employees

- Maintain and distribute 1099 quarterly statements and remittances

· Reconcile company bank accounts/Cash Management

· Tracking rent/lease payments

· Managing all Payable and Receivables

· Maintain and Reconcile Employee Expense Reports

· Liaison with outside CPA firm on monthly, quarterly, and year end accounting

· Reconcile all incoming payments for 401(k) billing, work with Retirement Plan Services to resolve any discrepancies or missing payment