Job Description
Executive Assistant
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Position Summary
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The Executive Assistant is responsible for the accurate and confidential administration of payroll,accounts payable, employee benefits reporting, various human resources functions across multiple entities, and confidential business transactions. This position regularly handles highly sensitive
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employee, compensation, banking, and company financial information and requires the highest level of discretion, integrity, and professionalism. The ideal candidate is detail-oriented, highly organized, andcapable of managing multiple responsibilities while maintaining strict confidentiality.
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Essential Duties and Responsibilities
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Administrative Support
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- Assist senior leadership with special projects, analyses, and reporting as assigned.
- Manage calendar for Senior VP of Finance and Operations
- Support cross-functional initiatives involving finance, payroll, benefits, and human resources.
- Recommend process improvements to increase efficiency and accuracy.
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- Review, voucher, and process sensitive accounts payable transactions.
- Prepare and distribute checks for multiple entities.
- Match supporting documentation, file invoices, and maintain organized records.
- Upload check runs to the Bank and ensure timely processing.
- Coordinate and distribute check runs as required.
- Process weekly payments to the manufacturer within the Business Central system.
- Maintain accurate payable records and support audit and reporting requirements.
- Payroll Administration
- Process and administer biweekly payroll accurately and on schedule.
- Maintain payroll records and update employee payroll information as needed.
- Ensure compliance with applicable payroll laws, regulations, and company policies.
- Process employee wage garnishments, liens, and other court-ordered deductions.
- Prepare and submit biweekly 401(k) reporting and funding information through applicable
- systems.
- Provide employment verification responses in accordance with company policy.
- Prepare annual bonus worksheets and related compensation reports.
- Generate and maintain payroll-related reports and documentation.
- Prepare and submit reports for HRA and FSA funding.
- Reconcile and allocate company benefit expenses by entity.
- Prepare internal billing for benefit-related costs.
- Assist with employee benefits administration and reporting activities.
- Maintain accurate and confidential employee records.
- Associate degree in Accounting, Finance, Human Resources, Business Administration, or
- related field preferred.
- Minimum of 3-5 years of experience in payroll, accounts payable, human resources
- administration, or a related role.
- Experience working with confidential employee and financial information required.
- Experience with payroll processing and benefit administration highly preferred.
- Multi-entity or multi-company experience is a plus.
- Strong understanding of payroll principles, benefits administration, and accounts payable
- processes.
- High degree of discretion and ability to handle confidential information with professionalism
- and sound judgment.
- Exceptional attention to detail and accuracy.
- Strong organizational and time management skills.
- Proficient in Microsoft Office Suite, particularly Excel.
- Experience with Microsoft Dynamics 365 Business Central or similar ERP/payroll systems
- preferred.
- Ability to prioritize competing deadlines and work independently.
- Strong verbal and written communication skills.
- Confidentiality Statement
- This position has access to highly confidential employee, compensation, benefits, payroll, banking, and
- company financial information. Maintaining strict confidentiality and exercising sound judgment are
- essential requirements of the role. Any breach of confidentiality may result in disciplinary action up to
- and including termination of employment.
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Accounts Payable Administration
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Payroll Administration
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Benefits and Human Resources Administration
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Qualifications
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Education and Experience
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Knowledge, Skills, and Abilities
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Reporting Relationship
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Reports to: Senior VP of Finance and Operations