The Executive Assistant ensures the smooth day to day operations of Fine Art Finance. This position reports directly to the President and supports the entire division.
Essential Responsibilities and Duties:
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Manage all communications for the President, including telephone, email, mail and fax.
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Manage office correspondence, filings and all office systems.
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Support business development activities, including marketing materials, events, appointments and mailings.
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Proof and edit written materials and coordinate public relations activities.
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Handle invoices, expense processing and bookkeeping.
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Responsible for account reconciliation and budget preparation.
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Prepare and document bank procedures and policies, including security, compliance, safety and privacy statement.
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Make all travel arrangements and schedule meetings for President.
General Responsibilities:
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Comply with all safety policies, practices and procedures. Report all unsafe activities to supervisor and/or Human Resources.
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Participate in proactive team efforts to achieve departmental and company goals.
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Perform other duties as assigned.
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Receive guidance with respect to general objectives; in the majority of tasks and projects assigned, determine methods, work sequence, scheduling, and how to achieve objectives of assignments; operate within specific policy guidelines.
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Handle multiple tasks simultaneously.
Qualifications:
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Bachelor’s degree from four year college or university.
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One to two years related experience and/or training; or equivalent combination and experience.
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Previous experience in finance, financial analysis and/or academic background in these areas highly preferred
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Proficiency with Word, Excel, and PowerPoint.
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Excellent oral and written communication skills
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Detail-oriented with strong organizational and time-management skills
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Ability to multi-task and manage numerous projects at once
Additional Requirements:
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Able to hear, understand and respond appropriately to others in person or with other communication devices.
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Able to read and observe surroundings.
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Able to physically perform duties at the speed, mobility and force necessary.
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Able to manage emotional and mental state while performing various job duties.
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Able to verbally communicate in English, thoughts and questions at a reasonable level of articulation.