Executive Assistant/Office Coordinator At A Financial Services Firm In Paramus, NJ

BCL Search Paramus , New Jersey 07652

Posted 2 months ago

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Our client, a full-service financial advisory and restructuring firm, based in Paramus, NJ, is seeking an Executive Assistant/Office Manager to support their office in NJ. This firm has locations across the US. The NJ office consists of 25 employees and this person will be a resource to the entire office focusing on all administrative matters. This person will work directly with the existing office assistant and focus their attention on calendar, travel, expenses, office management, some basic bookkeeping. This is a great opportunity to work close to home, at a dynamic and collegial office. This role is in office 5x a week in Paramus, NJ. Candidates from New Jersey and Westchester are encouraged to apply. RESPONSIBILITIES:

Admin Support
- Calendar, travel, expenses and ad hoc projects to support the Owner of the firm and light support for team members
- Misc. Personal Requests for Founders
Office Management
- Checking & Sorting Mail and FedEx/UPS
- Ordering & Maintaining Weekly Groceries and Office Supplies
- Ordering & Preparing Marketing Materials (Business Cards, Pitchbooks Materials, etc.)
- Ordering Daily Office Lunch
- Light Telephone Coverage for Main Office Number
- Manage Legal & Research Filing System
- Organize Marketing Events (Sporting Events, Happy Hours, etc.)
- Order, Compile and Ship Annual Holiday Cards & Gifts
- Compile & Check Monthly Expense Reports and Receipts

Back-Up Duties

Bookkeeping
- Prepare, Review and Record Client Invoices in QuickBooks
- Record Incoming Payments of Client Invoices in QuickBooks
- Bank Account and Cash Reconciliations
- Cash Availability and Weekly Cash Reporting
- Fee Applications & DOE Time Reporting
- Review & Record Vendor Invoices in QuickBooks
- Issue Accounts Payable/Write Checks
- Deposit Checks at Bank

REQUIREMENTS

5-15 years of Executive Assistant experience in financial services institutions or similar professional environments
Demonstrated knowledge of travel best practices; visas, airports, car services, etc.
Examples of preferred Outlook calendar formatting and organization
Monthly expense reports for multiple executives
Able to provide specific examples of how you’ve gone above and beyond for your executives and team members in past roles

SALARY
$70-75K (DOE) + discretionary bonus + 100% covered benefits, and other great perks HOURS 8:30am-5pm
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