Executive Assistant

Overview

Executive Assistant Jobs in Lombard, IL at Transdev

Jones Advisors HR Consulting is actively searching for a dynamic, Office Administrator/Bookkeeper, on behalf of our client, Currin Outdoor Living.

Summary

This position requires a combination of strong administrative and financial skills. This position will be responsible for a variety of tasks, including managing schedules, booking travel, coordinating events, handling accounts payable and receivable, payroll processing, and financial reporting. Strong organizational, communication, and problem-solving skills are essential.

FLSA Status: Exempt

Compensation & Benefits:

Competitive Pay: $65,000 to $75,000 per year, based on experience
Health Insurance
Retirement Plan
Paid Time Off and Vacation Pay
Professional Development Opportunities

Essential Functions

Administrative:

· Answer and direct phone calls to appropriate personnel.

· Manage the owner’s schedule and calendar.

· Book travel arrangements for company leaders.

· Research, book, and coordinate company events (including taking photos).

· Develop and maintain positive relationships with key vendors and suppliers.

· Run errands and purchase office supplies.

· Take notes in all meetings with the owner and delegate tasks.

Bookkeeping:

· Accounts Receivable:

· Create and send invoices to clients.

· Track and follow up on outstanding invoices.

· Receive client payments and apply them accurately in QuickBooks.

· Manage Certificates of Insurance (COI) for clients.

· Accounts Payable:

· Review and reconcile monthly vendor statements.

· Process vendor invoices in QuickBooks.

· Pay vendor invoices via various methods (checks, ACH, wires)

· Maintain automatic payments for utilities and other recurring expenses.

· General Ledger & Payroll:

· Code all income and expenses to the appropriate customer/job or G&A category.

· Reconcile monthly bank statements.

· Maintain fixed asset listings.

· Reconcile credit card statements and review charges.

· Collect receipts and code them to projects and general ledger accounts.

· Oversee payroll processing, including collecting new hire forms, tracking vacation hours, and entering weekly timecards.

· Generate profitability reports by project and for retainer clients.

· Monitor and communicate cash flow issues.

· Handle sales tax payments and filings.

· Assist with tax preparation by gathering documents for the CPA.

· Financial Systems:

· Ensure proper integration between LMN and QuickBooks Online (QBO).

· Export estimates from LMN to QBO.

· Maintain accurate data in QBO, including setting up new accounts as needed.

· Export data from QBO to Excel for payroll and overhead allocation.

Qualifications:

· Bachelor’s degree in business administration, Accounting, or a related field OR 5+ years related experience; OR any combination of these.

· Minimum of 2 years working in the construction industry.

Knowledge, Skills, and Abilities

· A self-starter who sees the big picture and has good business sense to understand overall strategy and direction.

· Impeccable organization and attention to detail.

· Expert-level communication ability – both verbal and written.

· Proactive mindset to anticipate the President’s needs.

· A sense of urgency and bias toward action.

· Decisiveness born out of insight, judgment, and decision-making skills.

· Technical prowess with:

o Mobile apps

o Google Suite (Sheets, Slides, Doc, OneNote, GMail, Google Voice, etc)

· Experience working developing processes and process mapping

· Organizational expertise to create and master systems, putting information at the President’s and their fingertips.

· Resourcefulness & persistence to accomplish seemingly impossible missions.

· Diplomacy and confidentiality born out of emotional intelligence & integrity.

· Reflects the President’s priorities, values, and goals.

· Experience with QuickBooks Online (QBO).

· Familiarity with payroll processing preferred.

· Detail-oriented and highly accurate.

· Ability to work independently and take initiative.

· Strong analytical and problem-solving skills.

· Team player with a positive attitude.

· The ability to ask clear and clarifying questions.

Supervisory Responsibilities

None

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Travel

This position has up to 20% of travel.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of the position. All employees may have other duties assigned at any time.

Currin Outdoor Living is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. In addition to federal law requirements, Currin Outdoor Living complies with applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Job Type: Full-time

Pay: $65,000.00 – $75,000.00 per year

Benefits:

Health insurance
Paid time off
Retirement plan

Schedule:

8 hour shift
Monday to Friday

Application Question(s):

What is your desired compensation?

Education:

Bachelor’s (Required)

Experience:

Accounting: 5 years (Preferred)
Executive administrative support: 2 years (Required)

Ability to Commute:

Wendell, NC 27591 (Required)

Ability to Relocate:

Wendell, NC 27591: Relocate before starting work (Required)

Work Location: In person

Title: Executive Assistant

Company: Transdev

Location: Lombard, IL