Job Title: Executive Administrator
Department: Administration
Reports To: President and Vice President, MH Miles Company, CPA, PC
FLSA Classification: Full-time, Nonexempt
SUMMARY We are seeking a highly skilled and dynamic Executive Administrator to join our team at MH Miles Company, CPA, PC. The Executive Administrator will play a key role in the organization by providing support to an executive at the MH Miles Company, CPA, PC office. In addition to performing various administrative and clerical tasks as outlined areas below, this role requires flexibility, problem solving capabilities, and excellent attention to detail for the consistent production of quality work. The Executive Administrator will complete a variety of activities, including but not limited to filing, answering the phone, coordinating and completing administrative projects, greeting guests, organizing documents, basic bookkeeping, and more. A dependable work ethic, excellent communication skills, and proficiency in essential office equipment, software, and procedures are essential requirements.
ESSENTIAL DUTIES AND RESPONSIBILITIES: - Serve as a point of contact for executive staff and clients.
- Manage and respond to executive phone calls and emails.
- Manage communication with employees by liaising with internal and external executives on various projects and tasks.
Perform advanced level administrative operations such as.
- Manage executive calendar; track and report executive time keeping.
- Coordinate company meetings & events.
- Take detailed notes during meetings.
- Create and manage an organizational strategy for executives while recommending improvements for greater efficiency.
- Format information for internal and external communication (e.g., memos, emails, presentations, reports, etc.)
- Review and edit documents while organizing and managing filing systems.
- In collaboration with the Front Office Administrator, work to ensure the preservation of executive's office area displays a professional presentation for visitors and employees.
- Use the company vehicle to fulfill errand requests, such as purchasing office supplies and handling various job-related or personal tasks for the partners.
- Arrange travel logistics for the partners and manage expense submission and reconciliation.
- Coordinate training events as requested.
- Coordinate and manage efforts to ensure alignment with partners and priorities, achieve organizational objectives, and uphold best practices.
- Propose strategies for enhancing work efficiency by integrating and providing training on both new and existing software, as well as by introducing improved processes.
- Conduct financial analyses for strategic planning purposes.
- Handle photocopying, faxing, and document shredding tasks
- Work collaboratively with team members and external partners as required.
- Perform all other duties and projects as assigned.
- Track progress of projects and follow up with the partners to ensure timelines are met.
- Compile data and prepare detailed reports for management meetings.
- Assist in the coordination of CPA firm projects and deadlines, including audit and tax preparation timelines.
REQUIRED QUALIFICATIONS: - Bachelor's degree with five to ten years of advanced level administrative experience is required.
- Current valid Driver's License is required.
- Ability to effectively use and maintain office equipment.
- Decision Making: Ability to gather and analyze data, identify key factors, and make well informed decisions that prioritize business objectives and drive results.
- Cost Efficiency: Skilled in identifying areas of cost reduction and implementing process improvements to achieve cost-effective solutions.
- Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and internet applications, with a typing speed of 50 words per minute.
- Flexible team player, willing to adapt to changes, and welcomes challenges.
- Ability to maintain confidentiality of information related to the company and its employees.
- ability to identify and anticipate the needs of the executives.
- Demonstrate strong organizational and administrative skills while providing outstanding verbal and written communication, ensuring clear and effective interactions with customers and team members.
- Excellent interpersonal and customer services skills.
- Strong attention to detail and problem-solving skills
- Ability to multi-task with professionalism while performing all tasks.
- Strong time management skills and the ability to coordinate and prioritize concurrent projects.
Working Conditions: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.
This position:
- Primarily works in an office environment but will also work external of office environment while completing required errands.
- Frequently required to sit; use hands to finger, handle or feel reach with hands and arms; and talk, see and hear clearly.
- May frequently drive and operate company automobile.
- Occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch or crawl.
- Occasionally lift and/or move up to 30 pounds.
- Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus.
- The noise level in the work environment is usually moderate.
Limitations and Disclaimer: The above position description is meant to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties and skills required for the position.
All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.
This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.
Requirements are representative of minimum levels of knowledge, skills and/ or abilities. To perform this position successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an "at-will" basis.