Executive Assistant - Align

A rewarding opportunity for a detail oriented Administrative Professional who has organizational, analytical and relationship management skills to provide operational support in a fast paced and rapidly growing corporate environment.

Position Overview 

Align is assisting one of our trusted partners with a search. They are seeking an experienced, enthusiastic and high-energy administrative assistant with one to three years of relevant experience. The ideal candidate will have relevant administrative experience with strong communication, analytical, follow up and attention to detail. We are looking for an administrate assistant with experience in any of these areas including new hire set up / onboarding, accounts receivable, project scheduling, and client relationship management. the ability to coordinate a variety of logistics for a group of IT Project Managers and Management Executives. Successful candidates will be tasked with assisting in day-to-day operations for a Professional Services organization including scheduling work at client sites, communicating with clients, assisting with client billing /  invoicing, coordinating with the accounting team, onboarding  hourly employees for projects, and various administrative duties. Ideal candidates will have the interest and aptitude to assist with client relationship management. This person will interface with a variety of company personnel as well as clients, prospects and business partners.

A successful candidate will demonstrate initiative and self-direction in fast paced, growth oriented company. This person must have an assertive personality, positive attitude, a sense of urgency and the ability to prioritize tasks. Our client prefers an Administrative Assistant or Office Manager with 1 to 3 years of experience, but would consider a recent college graduate with the right personality. Experience supporting Information Technology, Architecture or Engineering groups is a plus. Strong organizational skills and the ability to build an effective working relationship with clients and intenral managers is imperative.

• This position will report to our clients New York City office approximately 4 days per week. This person may be expected to work in their Iselin, NJ office occasionally as needed, but this is not required. Some occasional overtime may be required.
• This is a full-time position offering a competitive salary in the $60K to $80K range depending on experience, paid overtime, and other compensation. 

Responsibilities

Administrative

• General Office Management Tasks, such as ordering supplies
• Assist with Accounting functions including but not limited to time sheets and invoices
• Assist with client relationship management and help coordinate client social events
• Help plan and coordinate social event with clients and internal teams
• Coordinate meetings as needed (booking conference rooms, teleconferences, catering, etc.)
• Assist with the administration of projects, including acting as scribe and transcribing meeting minutes, making updates to budget and project plans, monitoring job costing sheets, etc.
• Learn billing processes and and assist with monthly invoicing and payroll as needed
• Prepare reports, by collecting and analyzing information using Visio, Power Point, Word, Excel, and Access & SharePoint
• Attend meetings and events, take notes, and coordinate follow up activities and deliverables
• Book and coordinate travel arrangements
• Update phone lists, company directory and other internal documents

Resource Coordination:

• Assign and schedule work for technicians and keeping track of project hours and allocations
• Meet with and set up part time employees and new hires including completing onboarding, checking for accuracy and ensuring all proper paperwork is in place
• Maintain personnel files and coordinate with payroll as needed
• Vacation, personal day and sick time tracking
• Assist with project start-up - communicate with customers and ensure proper paperwork is in place
• Responsible for the collection, gathering, compiling, updating, and processing of mandatory reports and required information from Align professionals including:
  • Client Billing:  Assist with O/T and Timesheet billing requests forms
  • Project Resourcing: Assist with project details and schedule tracking
  • Expenses:  Assist with employee expense forms, expense justification, customer billable expense back-up, travel approval & input
  • Assist with Resource Utilization Reports

Qualifications

• BA / BS degree is preferred, but not required, and 1 to 3 years of relevant experience is acceptable
• 1 to 3 years of relevant experience in an office management, administrative support, HR assistant, or an account payable / accounts receivable (AR / AP) role in a fast paced work environment is required
• Superior multi-tasking and organizational skills, must have the ability to manage multiple priorities and deliverables
• Ability to build rapport and successfully interact with executives and clients
• Must have an outgoing personality and be able to help build social camaraderie in the office
• Solid analytical skills possessing the ability to create reports and analyze date using Excel (macros /pivot tables / graphs / charts) is preferred, but training can be provided
• Experience with any of the following QuickBooks, When I Work (or other Employee Scheduling Applications), any ERP systems, Concur, or ADP Workforce Now (or similar HRIS systems) would be preferred
• Excellent business writing skills and the ability to author professional memos, reports, and correspondence
• Solid MS Office experience including Power Point and the ability to create attractive and engaging presentations
• Excellent work ethic and customer focus
• Initiative and follow through are key characteristics
• Some prior accounting experience (Billing / AR or Accounts Payable /AP) is a strongly preferred
• Any HR experience specifically including onboarding new hires and assisting with new hire paperwork would be a nice to have
• Any client relationship management or client event planning experience is a plus, a willingness to help with business development initiatives by planning and attending client social events is preferred
• Strong time-management and follow-up skills are necessary
• Excellent communication skills

Tier 1

PM20