Executive Assistant

Executive Assistant

Location: Albany, NY

Description:

Our client is currently seeking an experienced professional who will coordinate projects and meetings as well as perform the daily tasks of an executive assistant. This is a full-time, permanent position.

Responsibilities Include:

  • Management of the President’s calendar and the scheduling of appointments for other staff, board and executive members, business partners, etc. as necessary.
  • Management of the President’s contacts. Understanding who the contacts are, their level of importance, and tracking communications for priority contacts.
  • Complete the processing and composition of reports for the President and Executive Management team as necessary.
  • Manage travel arrangements; coordinate the planning of trips.
  • Coordinate committee, developer, and council meeting; set dates, prepare notices and agendas, coordinate logistics, prepare final draft of meeting materials. Track meeting time and action item progression.
  • Greet guests and answer phones, handle administrative inquiries as necessary.
  • Collection and distribution of mail.
  • Order office supplies, act as office liaison to IT consultants as necessary (ie. network, equipment issues, etc.)

Qualifications:

  • A minimum of a Bachelor’s Degree and 5 years of work experience supporting C-Level Executives are required. Experience working with a board of directors is desired.
  • Must possess excellent written and verbal communication skills and must be extremely well organized and attentive to detail.
  • Must be able to multi-task and prioritize projects with competing priorities and timelines.
  • Microsoft Word, Excel, PowerPoint, Outlook, and database management experience is required.
  • Some travel will be required.

 

If you are qualified for this position, please apply using our secure online form.

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Office Manager

Location: Schenectady, NY

Description:

Our client is currently seeking an experienced Office Manager to head their Schenectady office. The office manager will be responsible for the day to day operations of the office which will include, but is not limited to accounting, human resources, logistics, and customer service functions. This is a full-time, permanent position.

Responsibilities Include:

  • Accounts Receivable and Payable tasks such as billing, bank deposits and records, payment retrieval, entering payables, addition of new vendors, and printing/mailing checks.
  • Performing General Ledger maintenance; entering checks and payroll. Preparation of the end of month balance sheets and profit and loss statements.
  • Preparation of annual budget, scheduling expenditures, analyzing variances, and initiating corrective actions. Regular reporting to management.
  • Weekly payroll processing.
  • Maintain personnel files, administrate health, vision, and dental plans. Manage health records for disability and workers compensation.
  • Maintain office staff; recruiting, onboarding, training, disciplining, monitoring, reviewing, etc.
  • Implement and maintain effective office operations, policies, and procedures. Establish standards and assess their effectiveness, make the necessary changes to improve as necessary.
  • Coordination of shipments; trucking, pick-ups, quotes, etc.
  • Maintain product inventory.

Qualifications:

  • A minimum of a Bachelor’s Degree in Business Administration, Accounting, or related field of study is required.
  • At least 10 years of Office Management experience is required.
  • Must be proficient in QuickBooks and Microsoft Excel.
  • Excellent written and verbal communication skills.

 

If you are qualified for this position, please apply using our secure online form.

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Marketing Administrator

Location: Clifton Park, NY

Description:

Our client is currently seeking an experienced Marketing Administrator to join their team. The Marketing Administrator will be responsible for the direction and management of the organization’s marketing efforts for their Eastern Region. This is a full-time, permanent position.

Responsibilities Include:          

  • The creation, management, and direction of all marketing efforts. This will include, but is not limited to; social media, newsletters, e-mail marketing, and website updates and advertising.
  • Preparation of marketing budgets and plans.
  • Perform competitor analysis. Pricing, sales, marketing methods, distribution, and employment trends.
  • Perform market research. Collection and analysis of customer data; demographics, preferences and needs, etc. Identify markets and factors that affect business growth and demand.
  • Measure marketing, advertising, and communications plans and strategies for effectiveness. Evaluate plan performance, make strategic decisions to improve these plans to facilitate business growth.
  • Forecast and track marketing and sales trends.
  • Take on office manager/front office responsibilities.
  • Facilitate business development through the vetting of online database generated leads.
  • Maintenance of calendars, scheduling, and expenditure documentation for executive staff.
  • Maintain CMS (Deltech), update daily/weekly.
  • Manage records. Implement records management system (filing, protection, and record retrieval).
  • Act as an employee liaison between employees and management.
  • Assist with the recruiting process for new employees. Plan new employee orientation program.

Qualifications:

  • A Bachelor’s Degree in Marketing or Business is required.
  • A minimum of 2 years of experience working in a marketing management role is required.
  • Must have experience using Deltech or similar CMS database systems.
  • Excellent interpersonal, written, and verbal communication skills.
  • Must be well organized and able to prioritize and manage multiple projects and personal tasks.
  • Previous experience in the construction industry is preferred.

 

If you are qualified for this position, please apply using our secure online form.

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Employee Benefits Assistant

Location: Albany, NY

Description:

Our client is currently seeking an Employee Benefits Assistant. This is a full-time, permanent benefits assistant role, great for entry-level applicants.

Responsibilities include:

  • Administrative duties to support the employee benefits department to meet insurance needs.
  • Tracking inbound employee benefits claims calls. Assist the response and follow through for claims calls in an administrative capacity (provide necessary claims documentation, records, etc.)
  • Maintaining general administrative functions including creating and organizing renewal folders, data entry, etc.
  • Ability to resolve client’s service and billing issues while handling routine correspondence.
  • Assist team members on the renewal process and any service issues.
  • Working on various market research projects.

Qualifications:

  • Associates Degree (A.A.) is preferred.
  • The ideal candidate must have at least 1 year of Benefits experience.
  • Experience working with Healthcare Insurance.
  • Proficiency in TAM and Microsoft Office products (Word, Excel, PowerPoint, Outlook).

 

If you are qualified for this position, please apply using our secure online form.

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Accounting Assistant

Location: Latham, NY

Description:

Our client is currently seeking an experienced accounting assistant to join their team as the Accounting Assistant to the VP of Finance. The Accounting Assistant will be responsible for performing various administrative duties to support the VP of Finance throughout their daily work agenda.

Responsibilities Include:

  • Preparation and review of monthly bank reconciliations and sales tax returns.
  • Cost tracking for Utilities, Insurance, and sales in Non-Sales Tax registered states.
  • Being the acting liaison between Insurance Agents and Sales Tax Processors.
  • Processing sales tax notices.
  • Maintenance of client, supplier, and vendor Certificates of Insurance. Perform yearly audits, request new, and retire old certificates.
  • Invoice creation and inventory maintenance including fixed asset control and monthly depreciation schedule.
  • Processing of payroll.

Qualifications:

  • A Bachelor’s Degree in Accounting, Business or related field with a minimum of 3 years of experience working in an accounting/finance role.
  • Experience preparing and processing various monthly cost and tax reports.
  • Must be experienced working with payroll.
  • Must be extremely organized with very strong time management and prioritization skills.
  • Must have excellent written and verbal communication skills.
  • Experience using Electronic Invoicing Software is a plus.
  • Must be proficient using Microsoft Office Suite software.

 

If you are qualified for this position, please apply using our secure online form.

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Benefits Assistant

Location: Albany, NY

Description:

Our client is currently seeking a Benefits Assistant.  This is a full-time, permanent position

 Responsibilities include:

  • Handling a variety of administrative duties to support the employee benefits department to meet insurance needs.
  • Maintaining general administrative functions including creating and organizing renewal folders.
  • Ability to resolve client’s service and billing issues while handling routine correspondence.
  • Working with team members on the renewal process and any service issues.
  • Working on various research projects.

Qualifications:

  • Associates Degree (A.A.) is preferred.
  • The ideal candidate must have at least 1 year of Benefits experience.
  • Proficiency in TAM and Microsoft Office products (Word, Excel, PowerPoint, Outlook).

 

If you are qualified for this position, please apply using our secure online form.

Submit Your Resume