executive Administrative AssistantTechnology Navigators Inc

EXECUTIVE ADMINISTRATIVE ASSISTANT
 
Responsibilities:
Provides a wide variety administrative support to the C.F.O. and to the departments under his/her supervision.
Manages the C.F.O.'s and departmental calendars to prioritize and resolve conflicts and to ensure all commitments and deadlines are met. Prepares responses, correspondence, meeting materials, schedules, and other forms of communications for the employees, vendors and clients
Uses good judgment in identifying issues to assist staff, with questions regarding policies and procedures and/or directs the issues to management, or appropriate staff.
Planned/scheduled of new hire logistics, recruiting, new hire paperwork HR duties (Submission of background checks, drug testing, phone interviews) Manage incoming/outgoing mail and mail distribution Manage/prepare org charts, flowcharts, group contact information, phone lists, emergency contacts Manage branch calendar, schedule appointments and web/audio conferences.
Assists the C.F.O. in coordinating departmental daily activities as well  to ensure commitments and deadlines are met.
Responsible for disbursing paychecks on payday.
Organizes, updates, and maintains Finance and Human Resources confidential filling systems. Audits all documents to ensure policy and practices are followed prior to filling.
Reconciles, processes, reviews, maintains, and submits as required the following: Invoices, Check Requests, Purchase Orders, Contracts, and Expense Reports.
Performs standard office tasks such as answering telephones, filing, ordering of supplies, faxing and copying, and booking meeting rooms. Collects and opens mail addressed to the Employees; forwards correspondence to appropriate staff for action.
Maintains positive relationships with staff, consultants, bankers, Clients and vendors
Organized logistics for internal and external meetings, lunch & learns, events, and training Liasion for offsite meetings (negotiated contracts, expenditure approvals, budget planning, etc.) Coordinate travel arrangements and hotel accommodations.
Processed of branch expenses (Utilities,invoices, travel expenses, office supplies, material/equipment) Order supplies/materials; reconcile  statement each month for group costs.
Coordinated timekeeping for individuals in the group.
Maintained/updated vacation schedules for work group
Coordinated office moves (furniture, computer equipment, phones, etc) Manage attendance forms and submission for CEC credits.
Travel domestic to meet the clients and vendors when needed
  Undertakes special assignments or projects on a wide variety of responsibilities as assigned by the C.F.O.