Executive Assistant

Houston, TX

Employment Type: Direct Category: Administrative Job Number: 18137 Work Model: #LI-Onsite Internal Reference: #LI-CS1

Job Description

Our Central area investment client company is seeking an Executive Assistant for their growing organization. The EA is responsible for the overall operations of the business office. Duties will include AR, AP, Payroll and Office Administration.

ESSENTIAL DUTIES AND RESPONSIBILITIES including the following task: Other duties may be assigned.
  • Create and maintain complex and/or highly confidential materials including Board materials, investor presentations, company financial data, competitive analyses, monthly/quarterly forecast reports, contacts, etc.
  • Manage the executive offices, including answering phones and relaying messages, professionally greeting visitors, managing incoming and outgoing mail, expense reporting, etc.
  • Maintain executives' appointment schedules by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Conserve executives' time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications, as appropriate.
  • Prioritize requests using knowledge of the business to meet deadlines, customer needs, etc.
  • Manage projects including Board material preparation, off-site meetings, customer interactions, etc.
  • Arrange Board travel, accommodations, meeting set-up, document distribution. Reconcile charges and prepare expense reports for executives and authorizes payment of invoices.
  • Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
Accounts Receivable Functions:
  • Verifies, updates and reports census daily.
  • Verifies payer sources and prepares and maintains resident financial files.
  • Verifies payer tree is accurate at all times.
  • Accurately prepare and enter cash receipts per policy and procedures.
  • Confirm eligibility of all payer sources and related documents then upload all to Point Click Care.
  •  Reviews financial obligations with resident and/or /responsible parties.
  • Researches and corrects all Private Pay and Resident Resources discrepancies in a timely manner.
  •  Prepares and mails billing for Private Pay and Resident Resources timely and accurately.
  • Review A/R aging report on an on-going basis according to collection policy
  • Performs collection efforts for all Private Pay and Resident Resources receivables timely and accurately and documents all efforts within the collection’s module.
Accounts Payable Functions:
  • Maintains the Operating Petty Cash Account per policy.
  •  Invoices are reviewed for accuracy, coded, alphabetized, checked for duplicates in   Point Click Care, approved by administrator, and compared to monthly statements.
  •  Invoice are entered as batch into Point Click Care or forward to accounting office depending on facility’s procedures.
  • Handle vendor inquiries, Receive, and handle all incoming calls from vendors.
  • Review expense reports to company travel policy.
  • Maintain 1099 data.
  • Maintain company vehicle and car allowance files.
Payroll Functions:
  • Correct missed punches daily in timekeeping system.
  •  Submit hours and payroll changes by 4pm 48 hours prior to pay day.
  • Ensure updates for newly hired and terminated staff are posted promptly.
  • Respond to employee inquiries regarding payroll.
  • Processes required enrollments and terminations documents through payroll and insurance providers to ensure accurate record keeping and proper deductions.
  •  Act as liaison between employee and support staff.
  • Adhere to all policies, procedures, and practices.
  • Demonstrate flexible and efficient time management and ability to prioritize workload.
  • Work effectively and relate well with others Including superiors, colleagues, and individuals inside and outside the facility.
  •  Exhibit a professional manner in dealing with others and works, to maintain constructive working relationships.
  • Report to work at the scheduled time and is seldom absent from work.
  • Ability to multitask in fast paced environment.
  •  Complete work in a timely, accurate, and thorough manner and is conscientious, about assignments.
  •  Working knowledge of personal computer and application software such as Microsoft Office Word, Excel, Outlook
  • Ability to sit for long periods of time.
  • Attention to detail • Strong organizational, written, verbal and interpersonal skills.
  • Typing (at least 50 wpm)/Computer skills/Calculator skills Other Duties:
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