Executive Assistant

Title: Executive Assistant

Location: Alpharetta GA (On-Site)

Position: Full-time employee

Required Experience: 3 years of experience

VDart is seeking a for a highly organized and motivated Administrative Assistant to join our team. This role will be responsible for providing exceptional administrative and operational support for our head office and onsite leadership team.

This position ensures the smooth and efficient operation of the office, handling administrative tasks and supporting all activities to contribute to an organized, compliant, and productive workplace.

This role is responsible for providing diverse operational and administrative

support from a daily office management to performing various administrative and clerical tasks, such as mailroom, company event collaterals, answering phone calls, organizing and scheduling appointments, managing files and documents, and assisting with other administrative duties as needed. The ideal candidate is a detail-oriented team player who will be the first point of contact for visitors at the office.

Responsibilities:

• Mailroom - Incoming mail, Outgoing mail ( Fedex, UPS, Certified Mail via Post Office) Deposit Checks,
• File mail, Distribute mail, Fill out forms (Employee info to various states) given to you by the department and mail them out
• Maintain the return to sender list,
• Send out check stubs the same day they arrive,
• Maintain the most up to date magazines on the lobby coffee table.
• Scanning - mail or other documents and send them to the relevant recipients.
• Filing - mail, i9s, restructuring the filing system, updating, sorting, and maintaining compliance for documents.
• Greetings & Birthdays - Manage and set reminders for the Account Management team and CEO direct reports
• I9s - Print, sort active from inactive, change filing from ABC order to by year, then month in order to maintain compliance on when i9 information should be shredded.
• Office Supplies - Maintaining all needed supplies from water and coffee to cleaning supplies.
• Office Activities - Fun, Lunch and Learn, Christmas celebrations, Picnics, After hours, Birthdays.
• Office Cleaning - Supervising janitorial cleaning, daily cleanups for office hygiene and safety.
• Travel Desk - Corporate accounts, researching tickets, booking flights, hotels, and transportation to and from the airport. Maintain the corporate Lyft account.
• Credit Cards - Use card only for approved office items, give monthly explanation and which company the charge is expensed to for accounting purposes.
• Front Office Management - Greet visitors, accept packages, offer hospitality, and address inquiries.
• Open the office at 9am daily. Close the office at 5:30 unless a coworker is still in the office.
• Be available for the yearly inspections of the county for office compliance.
• Procurement & Logistics - New employee gift purchase, order needed office supplies and kitchen items, order needed items for new employees with approval for the items, research best prices for needed items ie alarm system, internet service, pest control service.
• Work with IT to clean out laptops from previous employees and maintain the laptops until needed by new or current employees.
• Travel & Hospitality - Support domestic and international visitors, office guest house maintenance, pick up the mail from the guest house, make a visual inspection of the guest house if not occupied, coordinate all needed updates and repairs to the guest house.
• Perform Bookkeeping duties - create monthly expense reports, receive, verify, then send to expenses for payment on approved expenses i.e. pest control or special projects. Make approved payments for approved expenses.
• Public Notary Services - utilize my GA public notary services as needed for all contracts, forms and other documents.

Qualifications:

• Minimum of 3 years of experience in administrative roles.
• Bachelor’s Degree or equivalent work experience.
• Professional, completely discrete, and able to work with confidential matters.
• Excellent interpersonal and communication skills (verbal and written) and the ability to interact with individuals at all levels of the organization.
• Ability to prioritize and accomplish tasks with minimal direction in a very fast-paced environment and apply sound judgment.
• Excellent team player with strong interpersonal skills and highly collaborative.
• Reliable and highly accessible.
• Demonstrates strong judgment, emotional intelligence, and integrity.
• Possesses the ability to strike a balance between supporting the daily needs of the executive, anticipating and quickly resolving problems with a high degree of initiative is essential.
• Proficient with Microsoft Office (Outlook, Word, Excel, PowerPoint).

VDart is a global digital solutions and professional services firm headquartered in Atlanta, GA, USA, delivering innovative technology solutions, specialized talent, superior performance, and seamless execution to meet challenging business needs of customers worldwide including USA, Canada, Mexico, Brazil, UK, Japan, Australia & India.

We are committed to providing our clients with the highest quality of service and delivering the best talent for their needs. We are also a great place to work, with a supportive and collaborative team environment. If you are looking for a challenging and rewarding career opportunity, we encourage you to apply today!

VDart is an equal opportunity employer and values diversity at our company. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. We also comply with all applicable federal, state, and local equal employment opportunity laws and regulations.