Operations Executive Assistant

The Operations Executive Assistant will provide direct support to the Chief Accounting Officer and the Chief Operations Officer. This position also provides support and administrative assistance for the Corporate office, to include serving as front desk Reception. Essential Duties and ResponsibilitiesFront Desk/Operations Support Greet, assist, and direct visitors in low traffic office Receive, direct and relay telephone calls and messages Manage order of office and kitchen supplies, and track supply budget Open, sort, route and distribute mail Manage preparation of all packages or parcels to be shipped via FedEx or other courier companies with the support of Office Administrator Maintain office equipment contracts (copier, printer, and postage) and coordinate service, as neededCoordinate office lunches, with the support of Office AdministratorAccounting Team Administrative Support Assist with conference attendance for Accounting team members, to include travel coordination and registration Work with Human Resources and Accounting team Lead to coordinate quarterly CPE training sessions Set up conference line, communicate event company-wide and track attendance and training materials for Accounting team events and training sessions Support accounting team in drafting, editing, and formatting of annual audit reports In coordination with Accounting team Lead, format and configure presentations through the use of Powerpoint or other applicable presentation software Log and scan incoming checks into check registerAssist in processing all departmental and project invoicesAssist in developing, maintaining and updating team SharePoint information and document record sites Executive Assistance Plan and coordinate events and team building activities Assist with meeting preparation, travel planning and monthly expense report processing Process approval of contract documents though electronic (Docusign) or physical execution Special projects as assignedCompetenciesAccountability Character, Trust, Integrity Planning, Decision-Making & Initiative Development & Learning Collaboration, Communication & Teamwork QualificationsMust be attentive to detail, organized, and able to handle changing priorities in a fast-paced environment Excellent verbal and written communication skillsProficient with Microsoft Office Suite Must be self-motivated and self-starterEducation and/or ExperienceBachelor’s degree in Business, Accounting or other related field preferred, or equivalent experience 10 years’ experience providing administrative support to Executive/C-Suite Notary Public, preferred Work EnvironmentThe position will work in a general office setting and may require travel, up to 5% of time annually, to remote office locations based on organizational/business needs. Physical attendance at assigned work location during scheduled hours is essential.  Physical DemandsMust be able to remain in a stationary position for most of the workday, sitting at a desk, consistently operating a computer. The person in this position must be able to access file cabinets and office machinery (to include a computer, copier, and fax machine). On occasion, may need to lift boxes of up to 15 lbs.

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