Executive Assistant

We are looking to hire an executive team member to perform a variety of administrative tasks to support a consumer products manufacturing company, real estate investment company and family office.

Since 1980, The Warm Company has been dedicated to manufacturing innovative products for quilting and crafting worldwide. Our brand name products are manufactured with top quality materials to ensure perfect finishing. Our industrial division, WIN (Warm Industrial Nonwovens) serves the furniture, mattress, automotive, aerospace industries and more. With manufacturing facilities in Elma, WA and Hendersonville, NC, customers are supplied from coast to coast. Our diversity, expertise, enthusiasm and pride make The Warm Company a great place for employees to grow and thrive.

Examples of support include screening emails, managing calendars, running reports, assisting with event coordination and travel arrangements. Additionally, we would look for assistance with maintaining business’s financial records such as accounts payable and receivable, reconciling bank statements, invoicing & managing reimbursements for real estate expenses. Desire to work Seattle, WA or New York, NY hours.

LOOKING FOR CANDIDATES WHO HAVE 5+ YEARS WORKING AS AN EXECUTIVE ASSISTANT FOR USA BASED COMPANIES.

Executive Administrative Responsibilities Responsibilities:

• Provide Administrative support.
• Manage calendars, and keep executives apprised of calendar, action items, messages, and relevant business issues, both internal and external.
• Make appropriate, informed decisions regarding executives available time
• Check with local team at least once a day on the status of their respective leads, as this will help do their follow ups with their respective leads
• Screen incoming calls & email correspondence. Determine the priority and respond appropriately. Make recommendations as needed regarding appropriate action and follow-up.
• Gather voicemail messages and phone messages, taking initiative on appropriate action or routing to appropriate person.
• Make travel arrangements as needed
• Create and format documents electronically including letters, emails, marketing materials, status reports, spreadsheets (Excel), and other related documents
• Electronically file, and track a variety of business documents
• Coordinate meetings including scheduling, agenda creation & logistics
• Ensure smooth operation of systems and contact database management and back-office support. Ensures that all systems and processes run efficiently, making revisions as needed
• Responsible for keeping owners informed regarding any problems or issues that need to be handled
• Maintain and help build the operations manual that documents all systems and standards
• Be able to enter contacts, running queries, exporting data, launching plans and activities, maintaining referrals, create/update templates in the database/CRM.
• Assist with maintaining business’s financial records such as accounts payable and receivable
• Reconciling bank statements
• Invoicing monthly for properties that are managed
• Tracking and managing reimbursements for real estate expenses

Customer Service Responsibilities include but not limited to:

-Entering orders (Microsoft Dynamics)
-Answering customer emails (Microsoft Outlook)
-Listening to customers’ concerns, issues and questions
-Resolving customers’ concerns and answering questions to your best ability
-Assisting with marketing and promotional projects
-Shipping small parcel shipments
-Shipment quotations (FedEx Desktop Customer Tools)
-Ordering office supplies
-Communicating with warehouse staff
-Microsoft Excel and Microsoft Word experience is mandatory



Requirements
-To have own company (documentation needed upon hire).
- Perfect English Skills
- Reliable Internet Connection
- Bookkeeping
- Desire to work New York or hours (9am-6pm ET)