Executive Assistant

Duties and Responsibilities:

Administrative:
• Provide administrative support including filing, facilitation of incoming and outgoing correspondences, note-taking, letter-writing, document creation, human resource-related duties
• Supervise front desk and maintenance staff members
• Collect reports from coordinator/managers/staff members
• Assist with preparation of materials needed by the Board of Directors
• Take minutes of the meeting during staff meetings
• Schedule staff meetings with executive director regarding their performance evaluations
• Serves as an employer representative for Workplace Safety and Health
• Responsible for Fire Inspection Data
• Manages alarm codes, issuance of keys and setting up emails to new staff members
• Orders program/office supplies
• Point of contact for IT needs
• Point of contact for building maintenance needs
• Maintains and monitors website and social media accounts
• Perform other duties as assigned

Finance/Accounting:
• Perform bookkeeper functions
• Assist in preparing financial reports for Funders, Board of Directors, and other benefactors
• Assist in creating budgets and cashflows
• Process all incoming payables, ensuring all bills are paid on time, including source deductions
• Process payroll and produce ROE
• Track vacation, sick time, and banked time
• Reconcile Balance Sheet Items
• Pensions and Group Insurance administration
• Issue any invoices to customers
• Produce rental invoices monthly for rental properties in building
• Ensure that all receivables are collected promptly
• Make bank deposits as required
• Perform other duties as assigned