Job Description
Scheduling: Monday - Friday | 8 AM - 5 PM
Job Summary:
We are seeking a personable, resourceful Administrative Manager to be the first voice on our phones and the right hand to our CFO—fully engaged in day-to-day office operations. You’ll blend front-office professionalism with executive support and light accounting. As we grow, this role will evolve into a more defined Executive Secretarial position with increased ownership.
Responsibilities
Front Desk & Phones
- Answer and route calls with a warm, professional tone; greet visitors and manage the front desk.
- Triage inquiries, schedule call-backs/meetings, and keep accurate call/visitor logs.
Executive & CFO Support
- Manage calendars, schedule meetings, coordinate travel, prepare agendas, and capture action items.
- Draft, format, and proofread letters, emails, presentations, and reports (Word/Excel/PowerPoint/Outlook).
Office Operations
- Keep the office running smoothly: supplies, mail/shipping, facilities tickets, vendor coordination, and file management (digital and paper).
- Maintain shared drives and templates; ensure good version control.
Bookkeeping & Light Accounting
- Enter invoices/bills, match POs/packing slips, assist with AP/AR follow-ups.
- Support bank/credit card reconciliations, basic journal entries, and month-end prep under CFO guidance.
- Maintain accurate records for audits and year-end documentation.
- Work within NetSuite for data entry, lookups, reports, and basic workflows.
Projects & Processes
- Track deadlines and deliverables, follow up with stakeholders, and help document SOPs.
- Support ad-hoc projects and simple analyses for the CFO and leadership.
Success Looks Like
- Phones answered promptly and professionally; visitors feel welcome.
- CFO calendar, meetings, travel, and deliverables run on time.
- Clean, current files and accurate data in NetSuite and spreadsheets.
- Proactive problem-solving and clear, timely communication.
Growth Path
This position is designed to progress into an Executive Secretarial role, adding:
- Ownership of executive correspondence, board materials, and minutes.
- Advanced document production and presentation support.
- Deeper coordination on finance projects and cross-department initiatives.
Required Qualifications:
- 2–4+ years in an Executive Assistant, Office Manager, or Administrative role; experience supporting finance leadership is a plus.
- Microsoft Office proficiency (Word, Excel, PowerPoint, Outlook); SharePoint/Teams helpful.
- Working knowledge of bookkeeping/accounting (AP/AR, reconciliations, expense coding).
- Hands-on experience with NetSuite (or another ERP) strongly preferred.
- Excellent written/verbal communication and a confident, friendly phone presence.
- High discretion with confidential information; detail-oriented with strong follow-through.
- Calm under pressure; able to prioritize and pivot in a dynamic environment.
- Associate’s or Bachelor’s degree preferred (Business, Accounting, Communications, or related) or equivalent experience.