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Job Title: Administrative Assistant
Job Function: Administrative
Department: Administrative
FLSA Status: Exempt
Position Type: Full-Time
Location: Phoenix, AZ

Job Description

Position Overview

This is a dual administrative and accounting role, providing support for the Chief Operating Officer and Director of Accounting.  

Principal Duties and Responsibilities

Executive Assistant
  • Fully supports operational leadership objectives, maintains key performance indicator dashboards and all operational reports
  • Successfully prioritizes multiple projects, working independently and collaboratively when needed to deliver quality work, on time
  • Participate in key meetings to ensure an understanding of goals, critical activities, due dates, creating and sharing minutes to stakeholders.
  • Track and systematically inform progress on operational improvement initiatives
  • Prepare necessary documentation, reports and presentations for meetings
  • Effectively manage COO’s Outlook calendar, scheduling appointments with internal and external clients, providing necessary communication and revisions
  • Make all travel arrangements and manage expense reports
  • Demonstrate consistent professionalism and the highest level of confidentiality
Accounting Assistant
  • A/R – Sort and deposit incoming check payments to client’s open invoices. Following up with internal Client Managers on past due invoices.
  • A/P – Receive copies of invoices from various sources, organizing and keeping track of due dates. Pay Insurance Carriers per invoice(s) once approved.
  • Corporate Credit Card reconciliation – create a monthly expense report gathering receipts and information for charges.
  • Bank Account Reconciliation – perform weekly reconciliation of Operating and Trust bank accounts within Client Management system.
  • Invoice commission based on received statement and corresponding check payments to assigned Client and Carrier, performing required Journal Entries.
  • Department contact for external vendors for payment follow ups and questions.
  • Prepare Journal Entries for Month-end assistance.
  • Conduct all business in accordance with established policies and procedures as well as US GAAP.
  • Additional duties as assigned which will require independent judgement.

Job Requirements


Knowledge, Skills and Abilities

  • High School Diploma or GED
  • Two years of Executive Assistant experience
  • One year entry level Accounting experience
  • Strong communication with internal and external customers in person, by phone and email
  • Natural self-starter, proactive thinker that is looking to be challenged frequently
  • Enjoys helping others, multi-tasking, prioritizing, maintaining accuracy and meeting deadlines
  • Strong computer skills and adept in Excel, Word, Outlook, and Power Point
  • An acceptable background and motor vehicle driving record
  • Associates degree in business or accounting
  • 10-key proficiency
  • Journal Entry knowledge

Working Environment

  • Work primarily performed indoors in a climate controlled environment
  • Occasional driving for off-site support activities in Arizona climate
  • General technology as it relates to office administration
  • Regular business hours with additional hours required during certain periods
Salary: $32,000-$36,000 doe We are an equal opportunity employer