Executive Assistant/Bookkeeper

The Executive Assistant position is a new position at Berman McAleer. This individual will provide comprehensive support to the firms’ C-Suite in the areas of Communication, Meeting Coordination and Project Support. This role involves managing executive calendars, coordinating meetings, and handling day-to-day bookkeeping, including payroll and financial reconciliation. The ideal candidate is highly organized, professional, and experienced in administrative and financial tasks.

Responsibilities

• Calendar Management: Efficiently manage the complex schedules of the C-suite executives, including scheduling meetings, appointments, and travel arrangements.
• Meeting Coordination: Organize and coordinate meetings, both internal and external, including preparing agendas, taking minutes, and following up on action items.
• Communication: Serve as the primary point of contact for the C-suite, managing incoming and outgoing communications, including emails, phone calls, and correspondence.
• Document Preparation: Prepare and edit reports, presentations, and other documents as needed, ensuring accuracy and professionalism.
• Compliance: Work with the Chief Compliance Officer to fulfill the requirements of the compliance manual.
• Financial Transactions: record day-to-day transactions and complete the posting process using QuickBooks.
• Manage accounts payable and accounts receivable.
• Reconciliation: Reconcile business accounts monthly.
• Payroll Administration: process payroll bimonthly using Gusto payroll service.
• Financial Documents: Maintain an organized and secure filing system for all financial documents.
• Confidentiality: Handle sensitive and confidential information with the highest level of discretion and integrity.
• Project Support: Assist with special projects and initiatives as needed, providing research, analysis, and administrative support.

Qualifications

• Minimum of 2 years of experience as an Executive Assistant, preferably supporting senior executives in a financial or professional services environment.
• Proven experience as a Bookkeeper or in a similar role.
• Bachelor's degree in Business Administration, Finance, or a related field preferred.

Skills and Attributes

• Exceptional organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and QuickBooks.
• Ability to work independently and as part of a team.
• Strong attention to detail and problem-solving skills.
• Ability to manage multiple tasks and prioritize effectively.
• Solid understanding of bookkeeping and accounting principles.
• Professionalism and a high level of discretion.
• Proactive and self-motivated with a strong sense of responsibility.
• Adaptable and able to thrive in a fast-paced environment.
• Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.