Executive Assistant

Employer
Location
Hoboken
Posted
Apr 10, 2014
Closes
May 10, 2014
Contact
Ms. Liz Young
Category
Advertising, Other
Duration
Full Time
STUDIO llc is looking for an executive assistant / office manager to work along side the company President, in the Hoboken, NJ office location. Candidates for this position must have incredibly strong organizational skills, an innate ability to meet or exceed deadlines, and a strong attention to detail. Candidates must be self-starters - they must be incredibly proactive - taking on tasks and solving problems without being told to do so. The ideal individual will have the ability to exercise good judgement in a variety of situations, and the ability to work independently on projects from concept to completion. Candidates must have strong written and verbal communication skills. Expert level experience with Microsoft Office Suite (Word and Excel in particular) is an absolute must.

RESPONSIBILITIES:

Manage and maintain President’s schedule. Responsible for heavy calendar management, requiring interaction with both internal staff and clients, as well as consultants, to coordinate a variety of complex executive meetings.
Manage and maintain internal timesheet system, in to which all employees must enter time.
Prepare weekly timesheets for various clients who pay Studio llc. by the hour.
Answer phones and direct all incoming calls to appropriate party promptly and efficiently. Greet STUDIO guests when they visit the office.
Communicate and handle incoming and outgoing communications (email, calls, in-person briefings) on behalf of the President.
Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
Arrange travel schedule and reservations for employees as needed.
Manage various commercial and residential real estate properties owned by the company and the President (file monthly condo association invoices and reports, pay monthly association fees, manage contractors when necessary, handle incoming requests from tenants, etc.)
Collect, sort and file monthly expenses and receipts. Aid the President and Controller in recognizing inefficiencies and reducing cost where possible.
Work with the Controller, wherever necessary, to help organize expenses.
Perform high-level research tasks as needed.
Fill out paperwork on behalf of the President or Company from agencies like the IRS, the SBA, and other entities as necessary.
Maintain all office supplies for both Hoboken and Buffalo locations (hand soap, paper towels, plastic utensils, paper plates, printer supplies, note pads, tape, etc.)
Help to maintain the Studio website (www.whoisstudio.com) and Studio social media presence (Facebook, Twitter, Pinterest and Vimeo accounts), and manage the blogging process (often this will entail researching certain topics and writing blog posts on your own).
Aid the President, Controller and project management staff in changing and improving internal processes.
Generally speaking, be a team player. Pitch in to help the President and the rest of the Studio team wherever possible. No task is too small or too big.

NICE TO HAVE:

Finance / bookkeeping experience.
Ability to assist president with preparation of presentation materials where possible. Powerpoint, Keynote and/or Presi skills a big plus.
Previous experience maintaining corporate social media presence and/or blogging.
Knowledge of and experience with SEO principals.
Previous experience as a project manager
Experience working with content management systems, like WordPress or Drupal.
Photoshop experience
Previous experience working for or with ad agencies, software development shops or software as a service companies

FINAL DETAILS:

This individual is responsible for properly representing the President, and STUDIO llc, in a professional manner at all times. The Executive Assistant plays an integral role in our organization. We're in the middle of a fairly big growth spurt; the Executive Assistant will assist the President in all facets of taking our organization to the next level.

Organizational skills are a must with this position. Time management, document management, office management, resource management, and basic finance management skills are important.

More jobs like this