Executive Assistant / Office Manager

Miles HR has a permanent opening for an Executive Assistant / Office Manager to join this family owned company on the North Shore. As the executive assistant to the President you will be responsible for organizing and maintaining a busy work and personal schedule. Daily duties are diverse, fast-paced, and can involve teamwork and individual projects. This is best suited to the candidate who is an energetic, positive and resourceful team player. As this is a small office your ability to be flexible with work tasks and pitch in where needed will be required.

About the Role:

Office Manager key responsibilities but not limited to:

• Various other ad-hoc projects.
• Provide administrative assistance to CFO including minute book maintenance and contract and document filings.
• Manage general administrative duties including organizing mail and couriers, answering telephones, document preparation, paper and electronic filing.
• Provide accounting assistance to Accounting Manager including petty cash reconciliation, invoice approvals and data entry.
• Manage office including coordinating office services and supplies, equipment and IT maintenance and office property management.
• Maintain the front reception, answer inquiries and forward to appropriate office contact.

Executive Assistant key responsibilities but not limited to:

• Manage multiple calendars with Outlook, including coordinating meetings, appointments, travel, contractors, and staff scheduling.
• Assist accounting with reconciliation of credit card statements, processing invoices, expense reports and payroll.
• Organize maintenance and projects at several residential properties.
• Directly assist President with IT related tasks.
• Meet and communicate frequently with the President in order to complete tasks including travel arrangements, correspondence, research, reports and composing and editing letters.
• Complete personal errands as requested.
• Track and organize vehicle maintenance, repairs and insurance renewals on multiple vehicles.

About You:

• Adaptable and flexible, ability to do a multitude of tasks and be open to assisting the team with other duties as needed
• Motivation to take on new projects that may require research and willingness to learn new skills
• Proficiency in document control and maintaining electronic and paper filing systems.
• Advanced PC proficiency in Microsoft Office as well as Mac computers and Apple devices.
• Detailed driven, highly organized, and professional communication style, with the ability to multi-task and manage concurrent assignments independently as well as in a team environment.
• Flexible and adaptable to change.
• Minimum 5 years’ experience in office management and executive assistant role.
• Friendly, outgoing, resourceful
• Excellent compensation and generous benefit package
• Strong communication skills (verbal and written)
• Results driven and ability to work with confidential information
• Experience with Adobe Acrobat Pro and advanced knowledge of Office 366 and One Drive file management.

If you are interested in this Executive Assistant position with a family owned business on the North Shore please apply here now!

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