Executive Assistant to CEO Job at Candidate Connections by Jacki Nitti LLC in Ed

 Executive Assistant to CEO 

 This is an onsite role!

• Support the CEO in executing administrative tasks and ensuring smooth operations across the organization.
• Manage scheduling of appointments, meetings, and events for the CEO, maintaining an organized and current calendar.
• Arrange travel logistics, including booking flights, accommodations, transportation, and creating detailed itineraries for business trips.
• Provide comprehensive administrative support by organizing files, preparing reports, filing documents, and managing office supplies.
• Coordinate meetings by preparing agendas, distributing materials, taking minutes, and following up on action items.
• Organize and maintain both electronic and physical documents to ensure efficient access and retrieval.
• Assist in planning and executing corporate events, conferences, trade shows, and other company functions.
• Handle the CEO's expense management, including processing reimbursements, tracking expenditures, and ensuring adherence to company policies.
• Maintain confidentiality and discretion regarding sensitive information and matters.
• Offer additional support to the CEO as needed to help achieve their objectives effectively.
• Oversee inventory management to maintain optimal stock levels while reducing excess or shortages.
• Manage the processes of receiving and shipping goods, including inspecting incoming items, verifying quantities, and ensuring accurate documentation for outgoing shipments.
• Utilize inventory management software, such as QuickBooks Enterprise, to track inventory levels, monitor stock movements, and generate performance reports.
• Review and process vendor invoices for goods and services provided to the company.
• Coordinate payment processing to vendors and suppliers, including check preparation, electronic payments, and wire transfers.
• Reconcile vendor statements with accounts payable to ensure all invoices are accounted for and any discrepancies are promptly addressed.

The ideal candidate should have the following qualifications:

• Candidate must be computer savvy (MS Word, Excel, PowerPoint, Outlook)
• Ability to work well under pressure and meet tight deadlines
• Ability to work well independently as well as effectively within a team
• Excellent interpersonal skills, problem solving and oral and written communication skills
• Ability to manage confidential information and sensitive situations with tact and discretion