Job Description

Overview

A growing organization in Rockland County, NY is seeking a highly organized, reliable, and detail-oriented Executive Assistant & Administrative Support professional to assist with the day-to-day operations of a dynamic office.

This hands-on administrative position is ideal for someone who is comfortable managing multiple responsibilities, communicating professionally with staff and vendors, and taking initiative to ensure the office operates efficiently.

Responsibilities

• Provide day-to-day administrative support to management and office staff
• Manage calendars, appointments, meetings, and scheduling
• Answer and direct incoming phone calls and respond to general inquiries
• Monitor and respond to emails and correspondence
• Prepare letters, reports, forms, spreadsheets, and other office documents
• Maintain organized electronic and physical files and records
• Assist with meeting preparation, agendas, minutes, and follow-up items
• Maintain office supplies and ensure the office remains organized and properly stocked

Bookkeeping & Financial Administration

• Assist with routine bookkeeping and financial recordkeeping
• Enter and organize invoices, receipts, bills, and payments
• Assist with accounts payable and accounts receivable
• Track expenses and maintain accurate financial records
• Assist with monthly financial reporting and reconciliation
• Coordinate with outside accountants, bookkeepers, and financial professionals as needed
• Assist with payroll preparation and related administrative tasks

Purchasing & Vendor Management

• Handle routine office and operational purchasing
• Obtain pricing and quotes from vendors
• Place and track orders
• Maintain vendor records and contact information
• Communicate with vendors regarding orders, invoices, deliveries, service calls, and issues
• Help coordinate maintenance, repairs, and outside services
• Ensure vendors and service providers receive the information they need in a timely manner

Grant & Funding Assistance

• Assist with researching available grants and funding opportunities
• Help identify grants for which the organization may qualify
• Assist with preparing and organizing grant applications and supporting documentation
• Maintain a calendar of grant deadlines, requirements, and reporting obligations
• Gather financial, organizational, and operational information needed for applications
• Assist with grant follow-up, reporting, and recordkeeping
• Communicate with grant administrators and funding organizations as needed

General Office Operations

• Serve as a professional and helpful first point of contact for the office
• Coordinate schedules and appointments with staff, vendors, and outside organizations
• Assist with special projects and organizational initiatives
• Maintain confidentiality of sensitive business and financial information
• Take initiative to identify administrative needs and help resolve issues before they become problems
• Perform other administrative duties as assigned

Qualifications

• Previous experience in an administrative, executive assistant, office management, or similar role
• Bookkeeping experience preferred
• Experience with payroll and basic financial administration preferred
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Professional telephone and customer-service skills
• Strong attention to detail and accuracy
• Ability to manage multiple priorities and meet deadlines
• Comfortable working independently and taking initiative
• Proficiency with Microsoft Office, Google Workspace, spreadsheets, email, and general office technology
• Experience communicating with vendors and outside professionals
• Grant-writing or grant-administration experience is a plus

Ideal Candidate

The ideal candidate is organized, dependable, professional, proactive, and resourceful. This position is best suited for someone who enjoys keeping things moving, following up on outstanding items, solving problems, and ensuring nothing falls through the cracks.

The successful candidate will have the ability to work independently while maintaining close communication with management and will be comfortable handling a variety of administrative, financial, scheduling, purchasing, and organizational responsibilities.

Schedule

Monday–Thursday, 9:00 AM–3:00 PM

Employment Type

1099 Independent Contractor

Experience Required

3-4 years