Executive Assistant/HR

The Executive Assistant / HR provides administrative support to all staff with an effuses on support to the CEO and Comptroller, handles all human resource functions of the company, and takes care of all basic office management. This position requires excellent customer service skills, experience in business administrations, the ability to multi-task, exceptional oral and written communication skills, and advanced Microsoft Office skills

Principal Responsibilities:

1. Executive Assistant
  • Provide clerical and administrative support to all managers, more specifically to CEO, VP, and Comp troller
  • Book travel for conferences and meetings as needed
  • Keep track of Company Master Calendar
  • Record meeting notes
2. Office Management
  • Handle incoming calls, taking messages and routing correspondence
  • Welcome guests and assist with guest check-in
  • Help walk-in customers with item drop-off, invoicing and payment
  • Sort and distribute mail
  • Keep inventory of supplies, office and warehouse, and order when necessary
  • Record management, File invoices, payments, BOLs, receipts, etc.
  • Keep track of and facilitate employee recognition program
  • Coordinate company-wide employee luncheons
  • Awards and gift cards
  • Plan and coordinate office functions
3. Finance / Comptroller Support
  • Assist Comptroller with Quickbooks Accounting system entries
  • Payables
  • Commodity Tickets
  • Customer invoices and payments
  • Close Sales invoices, confirming accuracy with accounting systems
  • Sales, Ebay and Commodities
  • Make remote check deposits
  • Keep track of and log Petty Cash transactions
  • Handle both cash and credit transactions, i.e.,receiving payments by cash, check and credit card
4. Human Resources
  • Assist in payroll preparation by providing the following
  • Employee and temp-staff hours
  • Absences, leaves, paid time off
  • Keep track of paid time off requests and sick days on HR calendar and in files
  • New hire on boarding
  • Initial orientation
  • Paperwork including required government forms and internal documents
  • Training
  • Background checks and Drug Testing
  • I-9 Verification
  • Compile and keeping updated employee records (hard and soft copies)
  • Maintain human resource paperwork and ensure legal compliance by monitoring and implementing applicable human resource federal and state requirements
  • Employee benefits processing
  • Process documentation and prepare reports relating to personnel activities
  • Handle employee requests and inquiries regarding human resources issues, rules and regulations
  • Maintain work structure by updating job requirements and job descriptions for all positions
  • Employee recruiting
  • Manage staffing agency relationships
  • Coordinate communication with candidates and schedule interviews
  • Maintain Company Handbook for Compliance
  • Vast knowledge and comprehension of employment practices, policies and employment law compliance

Knowledge, Skills and Abilities:

  • Excellent customer service skills
  • Advanced Microsoft Office skills, with an ability to become familiar with company-specific programs and software
  • Strong organizational, project management and problem-solving skills
  • Friendly and professional demeanor
  • Exceptional oral and written communication skills
  • Excellent typing skills
  • Proven accuracy and attention-to detail
  • Self-starterMinimum Qualifications:
  • Associates Degree in Business Administration or related experience
  • Minimum five (2) years’ experience within business administration
  • Experience in the following technologies / products, MS Word, MS Excel, MS PowerPoint,  Adobe, Illustrator or Publisher


J.M. Neil is an EOE AA, M/F/V/D