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Executive Assistant

Manchester, NH 03101

Posted: 05/26/2023 Employment Type: Direct Hire/Perm Job Category: Administrative Job Number: 566810 Is job remote?: No Country: United States

Job Description

Executive Assistant
Hybrid – 3x per week onsite usually, sometimes more
Direct Hire

Must Haves:
  • Bachelor’s Degree
  • Excel – pivot tables, formulas, vlookups
  • Experience supporting executives

  • Experience supporting someone in Finance/Accounting

Under the direction of the Chief Corporate Operations Officer, this role is responsible for the day-to-day management of the Corporate Operations Office including managing the schedule, first point of contact with internal and external customers, document and analytical preparation, meeting preparation and general administrative communication.  The ideal candidate will be proficient in Microsoft (Excel, Word, Power Point), have excellent analytical skills, and adept to learning about the business.

Anticipate needs and delivers solutions with high value and creativity
Adept in prioritizing and performing multiple tasks
Ownership of the CFO’s calendar and monitoring of emails / deadlines
Sound business knowledge of the functions within the business unit and across the organization
Deliver superior customer service
Administers filing system with high degree of effectiveness
Lead organizer for large meetings, events and travel for Corporate Operations Business Unit
Prepares and monitors executive expense budget and expense reports
Highly proficient in Excel and other Microsoft software
Serves on Organization-wide committees
Provides coverage for other Executive Assistants

Finance Specialization:
Compiles data for Monthly and Quarterly Departmental Reports
Prepares financial analysis at the direction of the CFO
Assists with the preparation of the CEO Report and reports for the Board of Directors’ meetings
Assists with Statutory filings and compliance on an as needed basis
Assists with invoicing and account receivable

Human Resources Specialization:
Accurately assigns invoices for payment
Maintains and updates organization charts
Enhances the HR brand by developing document templates, and graphic standards for use in HR communications in accordance with RS brand standards; examples include job descriptions, HR PowerPoint presentations, recruitment materials, HR quarterly report, job aides and company-wide letters
Provides customer service to new associates, assisting them with questions directly, or referring them as appropriate to other resources
Completes mail merging processes and assists with the distribution of confidential associate mailings such as PTO and market adjustment letters per the business cycle

Corporate Legal and Audit Services:
Coordinate internal and external audit meetings
Assist with regulatory filings
Assist with the preparation of the Board of Directors’ Meeting Material
Information Technology:
Coordinate large department meetings and schedules
Assist with presentation material

Required Skills:
Highly proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Strong emphasis on Excel skills; ability to prepare analysis with complex formulas, pivot tables, etc.
Excellent Written & Communication skills
Proficient attention to details

Organizational Behaviors:
Develops creative ideas and solutions to real time business problems and/or business
Opportunities; takes reasonable, calculated risks even if failure is possible
Empowers self and teammates to continuously improve business processes/ systems and develops and escalates ideas and solutions
Consistently delivers superior customer service to both internal and external business partners
Demonstrates alignment with Commitments
Attains and maintains knowledge of assigned department
Performs other duties as required, including supporting and coordinating with other department colleagues
Operates with a very high level of confidentiality and discretion
Ability to collaborate and demonstrate excellent interpersonal skills
Sound judgement and ability to make prudent decisions

7+ years of experience required
Experience in Finance is highly preferred
Excellent Excel skills (pivot tables, formulas, vlookups, etc.)
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