Seeking Admin-Personal Assistant with Bookkeeping Experience (Midtown)

Description Location: Corporate Office Status: Full-time,TEMP to PERM Position (9:30am-5:00pm) Schedule: Monday – Friday; in office Reports to: CEO JOB SUMMARY: The Assistant will provide support to the CEO. The Administrative Assistant will be responsible for managing daily administrative functions, facilitating communication and ensuring smooth office operations. The ideal candidate will excel at multitasking, maintaining confidentiality, and anticipating the needs of the CEO. Assistant will deal with banking - sending and receiving wires, maintaining spreadsheets for various projects and providing payments to accountant. Essential Duties and Responsibilities Administrative & Office Support Greet and assist guests professionally, ensuring a welcoming environment. Answer phone calls, take messages, and direct inquiries appropriately. Manage incoming and outgoing mail (electronic and paper) Organize and maintain files/company documents. Monitor and order office supplies Executive & Departmental Support Provide high-level administrative support to the CEO, including managing schedules, coordinating meetings, sending him his emails via whatsapp and maintaining calendars. Facilitate communication Coordinate meetings, and logistics, ensuring all details are handled efficiently. Banking Monitor and manage business bank accounts. Saving monthly bank statements. Deposit checks Prepare and issue checks to vendors, contractors, children etc. wires are done daily and monthly for re-occurring Maintain a log of all issued checks. Paying Expenses Track and schedule bill payments. Ensure all due payments are made on time. Maintain documentation and receipts. Maintaining Logs for Accountant Keep detailed records of income and expenses. Organize and categorize transactions. Prepare regular financial reports (quarterly). Maintain a ledger that can be easily shared with your accountant. Requirements Qualifications & Skills 2+ years of experience as an Administrative Assistant/Bookkeeper or in a similar administrative support role. Strong organizational and multitasking skills, with the ability to prioritize effectively. Excellent time-management skills, with a proven ability to meet deadlines and anticipate needs proactively. Exceptional communication skills, ensuring clear and timely updates across teams. Proficiency in Microsoft Office Suite (SharePoint, Teams, PowerPoint, Excel, Word, Quickbooks). Ability to maintain strict confidentiality and handle sensitive information with discretion. Professional demeanor with a customer-service mindset and ability to work collaboratively with all levels of staff.