Job Title:

Executive Assistant Pay Rate:

$85,000-$95,000 annually, plus up to 20% bonus

Location:

Warwick, RI Duration:

Permanent Schedule:

Monday-Friday, 8:00 AM-5:00 PM, onsite Job Summary We are seeking an experienced Executive Assistant to provide high-level administrative and operational support to company leadership. This position will oversee day-to-day office administration, coordinate internal operations, support finance and human resources activities, assist with customer and sales administration, and manage special projects. The ideal candidate is highly organized, detail-oriented, professional, and able to handle confidential information while managing multiple priorities in a fast-paced business environment. Key Responsibilities Executive & Office Administration Provide administrative support to the General Manager and leadership team. Manage daily office operations and administrative activities. Coordinate calendars, meetings, visitors, travel arrangements, and company events. Prepare reports, presentations, correspondence, and other business documents. Maintain organized company records, files, and documentation. Coordinate office supplies, equipment, vendors, mail, phones, and general office services. Serve as a central administrative resource for employees and management. Identify opportunities to improve office processes and administrative efficiency. Maintain a professional, organized, and welcoming office environment. Finance & Administrative Support Provide administrative support to the Finance team and company leadership. Assist with expense reports, invoice processing, purchase orders, and vendor documentation. Organize documentation required for accounting and financial reporting. Assist with maintaining accurate vendor and customer records. Support monthly and annual administrative reporting requirements. Assist with accounts payable and accounts receivable administrative activities as needed. Maintain appropriate documentation and approval processes for company expenditures. Sales & Customer Support Administration Provide administrative support to the sales organization and sales managers. Assist with customer documentation, quotations, order information, and related administrative requirements. Coordinate internal documentation between Sales, Operations, Finance, Quality, and Warehouse teams. Maintain accurate customer information and records within company systems. Prepare and distribute reports used by sales and management. Help ensure customer-related administrative requirements are completed accurately and on time. Human Resources & Employee Administration Provide administrative support for employee onboarding and offboarding. Maintain employee files and required documentation in accordance with company policies. Coordinate new-hire paperwork, benefits information, and other onboarding requirements. Assist with employee timekeeping, attendance, and other administrative HR activities. Coordinate employee communications and company announcements as directed by management. Assist with recruiting and interview scheduling when needed. Maintain confidentiality of employee and company information. Systems, Reporting & Process Improvement Maintain accurate information in ERP, CRM, accounting, and other administrative systems. Assist in developing and maintaining standardized administrative procedures. Prepare recurring administrative reports and management summaries. Monitor completion of administrative tasks and follow up with responsible team members. Identify process gaps and recommend practical improvements. Participate in the implementation of new systems, processes, and technology. Facilities & Vendor Management Coordinate relationships with office service providers and administrative vendors. Assist with facility-related requirements, including building services, maintenance, security, utilities, and office equipment. Obtain and coordinate vendor quotes when requested. Maintain vendor documentation, contracts, certificates, and contact information. Escalate facility or vendor issues to management when appropriate. Special Projects Support company leadership with special projects and business initiatives. Assist with organizational growth initiatives, facility projects, trade shows, company events, and other activities. Take ownership of administrative projects from initiation through completion. Perform other duties and responsibilities as assigned. Qualifications Bachelor's degree in Business Administration, Management, or a related field preferred. 5+ years of experience as an Executive Assistant , Office Manager, Administrative Manager, or in a similar role. Experience supporting senior leadership and multiple departments. Strong organizational, communication, and problem-solving skills. Ability to manage multiple priorities and work independently. Proficiency with Microsoft Office and business software systems. Experience with ERP, CRM, accounting, or HR systems preferred. Strong attention to detail and discretion when handling confidential information. Work Environment This is a full-time, onsite position in a professional office environment. The successful candidate will interact regularly with employees, management, vendors, customers, and business partners. #CNX200

Pay:

$85,000.00 - $95,000.00 per year

Benefits:

401(k) Dental insurance Flexible schedule Health insurance Paid time off Vision insurance

Work Location:

In person