Executive Assistant / Receptionist / Office Manager

Description

Responsible for creating a welcoming environment for incoming calls and office guests, performing a wide variety of clerical office duties, and supporting the executive team and Finance department.

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Responsibilities

• Answer, screen and direct incoming telephone calls

• Greet customers and visitors and direct them to appropriate contact within the company

• Receive and distribute incoming mail, handle outgoing mail and packages

• Maintain kitchen and office supplies and coordinate equipment maintenance

• Keep reception area, kitchen and conference rooms neat and organized

• Serve as point of contact for all facility-related issues

• Coordinate vendor relationships that affect office operations

• Assist in the planning and preparation of meetings, conferences and conference telephone calls

• Complete expense reports for executives.

• Prepare responses to correspondence containing routine inquiries

• Prescreen calls for executives

• Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures and expenditures

• Assist with financial functions including accounts payable, tracking fixed assets and various month-end close transactions

• File and retrieve corporate documents, records and reports

• Photocopy and scan documents for executives and Finance department, as required

• Assist in preparing invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and presentation software

• Provide administrative support to the CEO and Finance department

• Assist with other projects as assigned

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Skills

• Ability to work independently

• Exceptional customer-service and interpersonal skills

• Professional personal presentation

• Strong organizational skills

• Able to deal confidently and effectively with a wide range of people

• Ability to handle confidential information appropriately

• Computer literate with MS Office skills.  Must be comfortable working with spreadsheets.

• Exposure to accounting is an asset

Experience

• 2 years of relevant professional experience