Executive Assistant

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Job Purpose: Responsible for providing high-level administrative and financial support to executives by managing expense reporting, coordinating approvals, and running ad hoc finance reports. This role ensures accuracy, compliance, and timely processing of financial data while supporting efficient executive operations.

Essential Duties:

• Manage calendars, schedule meetings, and coordinate travel arrangements.
• Prepare and edit correspondence, reports, and presentations.
• Serve as the primary point of contact for internal and external communications on behalf of executives.
• Organize and maintain files, records, and confidential information.
• Process and reconcile expense reports in compliance with company policies.
• Track and monitor budgets or departmental spending as needed.
• Run ad hoc finance reports and assist with data analysis for executive decision-making.
• Support invoice processing and vendor payment coordination.
• Coordinate logistics for meetings, events, and onsite activities.
• Maintain office supplies and ensure smooth day-to-day operations.
• Liaise with other departments to ensure timely completion of executive requests.
• Ensure all documentation and reporting meet company standards and deadlines.
• Maintain confidentiality and discretion in handling sensitive information.
• Perform other related duties as assigned or required.

Knowledge, Skills, and Abilities:

• Understanding of expense reporting processes and corporate finance policies.
• Proficiency in office software (Microsoft Office Suite, especially Excel) and expense management systems (e.g., Concur, SAP, or similar).
• Knowledge of administrative procedures and executive support best practices.
• Awareness of confidentiality and compliance standards.

• Strong organizational and time management skills to handle multiple priorities.
• Excellent written and verbal communication skills for professional correspondence.
• Proficiency in spreadsheet creation, data analysis, and report generation.
• Detail-oriented with strong accuracy in financial and administrative tasks.
• Problem-solving and critical thinking skills for handling ad hoc requests.

• Ability to manage sensitive information with discretion.
• Ability to work independently and prioritize tasks in a fast-paced environment.
• Ability to build effective relationships and collaborate across departments.
• Ability to adapt quickly to changing priorities and deadlines.
• Ability to interpret and apply company policies related to finance and expenses.

Minimum Qualifications:

• High school diploma or GED
• 3+ years of administrative support experience, preferably supporting senior leaders.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Experience with expense reporting and basic financial processes.
• Strong organizational skills and attention to detail.
• Ability to maintain confidentiality and handle sensitive information.
• Strong interpersonal skills and ability to work cross-functionally.

Preferred Qualifications:

• Associate’s or Bachelor’s degree in Business Administration, Finance, or related field.
• Experience with financial reporting tools or ERP systems (e.g., SAP, Oracle, Concur).
• Familiarity with budgeting and cost tracking.
• Prior experience in a corporate environment supporting multiple executives.
• Advanced Excel skills (pivot tables, VLOOKUP, data analysis).

Physical Requirements:

• While performing the duties of this job, the employee is regularly required to: stand, sit, talk, hear, and use hands and fingers to operate a computer, telephone, and a variety of office equipment.
• Occasionally, this position may need to reach, stoop, or kneel.

Salary and Benefits:

At Aventiv, our salary and benefits are designed to fit you as a whole person. We offer a salary range based on experience and qualifications to ensure your unique contributions are met with our most competitive offer.

• $33.56 - $38.26/hr
• Health Insurance
• 401(k)
• Disability
• Life Insurance
• Paid Time Off
• Voluntary Benefits

Aventiv Privacy Policy:

www.aventiv.com/privacy

Equal Employment Policy:

Aventiv is proud to be an equal opportunity employer. All decisions regarding recruiting, hiring, promotion, assignment, training, termination and other terms and conditions of employment will be made without regard to race, color, national origin, biological sex, sexual orientation, gender identity, gender expression, gender presentation, religion, age, pregnancy, disability, work-related injury, veteran status, genetic information, marital status, or any other factor that the law protects from employment discrimination. We do not discriminate based on genetic information in accordance with the Genetic Information Nondiscrimination Act.