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.
Responsibilities
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Answer, screen and direct incoming telephone calls
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Greet customers and visitors and direct them to appropriate contact within the company
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Receive and distribute incoming mail, handle outgoing mail and packages
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Maintain kitchen and office supplies and coordinate equipment maintenance
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Keep reception area, kitchen and conference rooms neat and organized
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Serve as point of contact for all facility-related issues
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Coordinate vendor relationships that affect office operations
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Assist in the planning and preparation of meetings, conferences and conference telephone calls
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Complete expense reports for executives.
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Prepare responses to correspondence containing routine inquiries
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Prescreen calls for executives
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Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures and expenditures
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Assist with financial functions including accounts payable, tracking fixed assets and various month-end close transactions
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File and retrieve corporate documents, records and reports
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Photocopy and scan documents for executives and Finance department, as required
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Assist in preparing invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and presentation software
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Provide administrative support to the CEO and Finance department
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Assist with other projects as assigned
Skills
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Ability to work independently
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Exceptional customer-service and interpersonal skills
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Professional personal presentation
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Strong organizational skills
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Able to deal confidently and effectively with a wide range of people
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Ability to handle confidential information appropriately
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Computer literate with MS Office skills. Must be comfortable working with spreadsheets.
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Exposure to accounting is an asset
Experience
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2 years of relevant professional experience