Executive Assistant and Office Administrator
We are looking for a reliable Executive Assistant and Office Administrator to support our busy office.
We are a small startup focusing on Ecommerice and Fintech. For more information, please visit pacificvector.com
You will report to the Director of the company, providing EA support to both the Director and Senior Financial Consultant, as well as being responsible for the office coordination and business operations.
You will also be responsible for the financial upkeep of the company as well as assisting the Senior Financial Consultant with consolidation of client reports on a monthly basis, experience with QuickBooks is a must.
The ideal candidate will be competent in prioritizing and working with little supervision. They will be self-motivated and trustworthy.
Executive assistance to the Director and Senior Financial Consultant including diary management and meeting bookings, expense reports, travel, taking minutes and actions as required and any other adhoc tasks as requested.
Manage phone calls and correspondence for the office (e-mail, letters, packages etc.)
Implementation and monitoring of office systems, procedures, layouts, and equipment procurement
Maintain inventory and regular procurement of all office related supplies: Kitchen supplies, office supplies, furniture, IT supplies, stationary etc. and reviewing and approving supply requests
Manage office on a daily basis to ensure a clean and positive work environment
Manage and coordinate all maintenance and repairs for the office
Responsible for planning and implementing social culture throughout the office through organizing social events in line with social and overall budget, and office aesthetics.
Responsible for all office events including Christmas and Summer Parties, Conferences and any other events are required.
Responsible for coordinating all travel for the team through a corporate travel company.
Manage supplier relationships and agreements for the office, providing reporting on contract compliance.
Create and maintain all HR records and databases with personnel, financial and other data, reporting to the Director on a monthly basis.
Monitor and Maintain all leave balances
Using an accounting package such as QuickBooks you will be responsible for assisting the Director with the financial upkeep of the company, including but not limited to:
Prepare monthly invoices in line with agreements & issue to clients
Maintain monthly invoice report and reconciliation of payments received, where required, follow up payment of invoices and ensure payment terms are adhered to
Prepare monthly bank reconciliation (for all bank accounts, petty cash, crypto)
Responsible for all purchases out of the business bank account. Where any unrecognized payments are discovered, follow up with the Director, bank manager and escalate as necessary.
Carefully monitor the overall payment process of the business
Maintain petty cash and petty cash register for the business
Prepare and maintain monthly, quarterly and annual budget and maintain actual spend against budget, reporting to the director and senior financial consultant on a monthly basis.
Prepare monthly disbursement statement and issue invoice to clients
Review monthly payroll with external payroll officer and approve for payment
Set up and maintain Crypto exchanges for the business
Maintain strict confidentially in regards to all payments
Maintain relationship with accountants and ensure all filings are kept up to date.
Assist the Senior Financial consultant with monthly consolidation of client reports.
Assist with projects as and when required.
Proven experience as an office administrator, executive assistant or relevant role
Financial Experience with QuickBooks is a must
Outstanding communication, interpersonal abilities, organizational and leadership skills
Familiarity with office management procedures and basic accounting principles
Excellent knowledge of MS Office and office management software (ERP etc.)
Qualifications in secretarial studies will be an advantage
High school diploma; BSc/BA in office administration or relevant field is preferred