Executive Assistant

Colchester, VT

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Description

Executive Assistant – Colchester, Vermont

Pay: $22-$33 p/hr DOE

Shift: Monday-Friday, 8am-5pm

Duration: Temp to Perm

The Executive Assistant will play a crucial role in supporting the agency’s daily operations and ensuring efficient communication within the senior leadership team, Board of Directors, and a variety of constituents. Serving as the right hand to their designated leader, this position requires a blend of tech-savviness, exceptional time management, and the ability to manage competing priorities effectively. While the primary responsibilities include handling administrative tasks, managing schedules, and maintaining confidentiality.

Responsibilities:

Calendar Management:
- Coordinate and manage the designated leader’s calendar, including scheduling meetings, appointments, and travel arrangements.
- Prioritize and organize time-sensitive tasks
Communication:
- Act as a liaison between the designated leader and internal/external stake holders.
- Draft and edit emails, presentations, memos, and other correspondence on behalf of the designated leader.
- Handle phone calls, inquiries, and requests with professionalism and discretion.
- Facilitates communications between the office of the designated leader and various constituent groups, both internal and external.
- Reviews minutes of all meetings
Meeting Coordination:
- Prepare meeting agendas, materials, and presentations.
- Coordinate and attend senior leadership meetings, take minutes, and follow up on action items
Document Management:
- Maintain confidential files, records, and documents.
- Assist in drafting reports, proposals, and presentations.
- Ensures document management system is updated and access given to end users as needed.
Accounts Payable and Receiving
- Owns all aspects of organization’s Accounts Payable process including but not limited to:
  - Ensures accuracy in payables coding to general ledger accounts and cost center.
  - Complete processing of payables requests (receiving, reviewing, and entering).
  - Complete processing of invoices (receiving, entering, timely payment confirmation).
  - Weekly preparation of check runs and ach files.
  - Administers complete corporate credit card process (issue support and program management).
  - Prepares Accounts Payable month-end close timely and accurately.
  - Maintains accurate and current expenditure records.
  - Researches and responds to vendor issues.
  - Proactively problem solves within scope of Accounts Payable process.
  - Administers receipt and notification of supplies and physical deliveries

Apply today!