TopSource, a dynamic and flourishing Staffing Firm is looking to add to our growing team!

We are seeking an executive assistant for the Agency Director.  Looking for someone who has a successful, proven career as an Executive Assistant and looks to continue that path long-term.

Along with Executive Assistant duties, this role will also assist the Office Manager and production team as needed with required experience in basic Accounting and HR roles and responsibilities.

An exciting and great team environment - TopSource offers excellent benefits and long-term growth!

This position will be supporting three separate components of TopSource:

-         Executive Assistant to the Agency Director

-         Office Support / Day-to-day operations

-         Supporting Accounting Department needs

Job Description

Executive Assistant:

-         Manage Director’s calendar (includes after hour work-related activities – infrequent); appointments, tasks, events, etc.

-         Assist in preparation for meetings, events, etc.

-         Ensure deadlines are hit.

-         Complete, process and follow-up on documents, contracts, etc.

-         Answer Director’s incoming calls.

-         Speak with company clients via phone (not sales calls.)

-       Will interact with professionals of all levels.

-         Other assistant related tasks (printing documents, submitting information, provide reports, renew company magazine subscriptions, etc.)

Office Support / Day-to-day Operations support:

-         Assist and oversee various HR needs:

-       Assisting employees with HR questions.

-       Processing HR paperwork.

-         Ensure Office Policies are followed and adhered to.

-         Maintain office services and records.

-         Ensure team-deadlines are hit, mostly documentation / contract needs.

-         Help design and implement office policies and procedures.

-         Handle new hire paperwork for internal and external contractor / employees.

-         Handle background and drug tests

-         Create weekly and monthly employee metric reports.

Accounting Department activities:

-         Manage external contractor timesheets.

-         Handle basic journal entries.

-         Assist with internal payroll.

-         Handle payroll for external W2, 1099 and C2C contractors / employees.

-         Invoicing clients.

-         Follow-up on A/R

-       Pursue more aggressively delinquent A/R (very infrequent)

-         Follow-up on A/P

-         Create monthly internal sales commission reports.

-         Inputting data and pulling reports from QuickBooks.

REQUIREMENTS:

-         5+ years of experience working in an office environment.

-         2+ years of Executive Assistant experience.

-         Strong experience with QuickBooks.

-         At least minimal A/R (collections) experience.

-         Experience processing, sending and following up on Invoices.

-         A/P experience is a bonus.

-         Type 50+ WPM   (This will be tested)

-         Strong experience using Word, Excel and PowerPoint   (This will be tested)