Executive Administrative Assistant
Job Type: Full-time
Work Location: Taylor, Michigan
Schedule: Monday through Friday, 8:30 AM to 4:30 PM
Pay: $45,000–$55,000 per year, negotiable based on experience.
Compensation and Benefits
· Pay range of $45,000 to $55,000 per year, negotiable based on experience.
· 2 weeks of paid vacation after completing one year of service.
· 5 paid sick days per year.
· 3 personal days per year.
· 11 paid federal holidays per year.
· Retirement plan eligibility after 90 days of employment.
· Medical, dental, and prescription coverage available after 30 days of employment.
About Us: We are a family-owned and operated manufacturing, welding, and robotic integration company with 30 years of proven success serving our customers. We take pride in quality workmanship, long-standing customer relationships, and a collaborative workplace culture where employees are valued, trusted, and encouraged to make a meaningful impact. We are looking for a highly experienced Executive Administrative Assistant to join our team and play a key role in supporting our office operations, accounting functions, leadership team, vendors, clients, and employees.
Job Summary
The Executive Administrative Assistant will provide high-level administrative support while also managing important bookkeeping, payroll, accounts receivable, purchase order, office coordination, and employee recognition responsibilities. This position is ideal for a proactive, organized, and technologically savvy professional who enjoys variety, takes ownership of responsibilities, and communicates with confidence and professionalism.
Responsibilities
· Manage QuickBooks Online, including day-to-day bookkeeping functions.
· Process payroll accurately and on time.
· Manage accounts receivable, invoicing, payment tracking, and collections.
· Prepare and maintain cash flow projections.
· Process and track purchase orders.
· Follow up confidently and professionally with clients regarding agreed-upon payment milestones and outstanding invoices.
· Accurately determine and apply late payment fees in accordance with company policies and customer agreements.
· Communicate with vendors and clients to resolve payment and account-related matters while maintaining positive business relationships.
· Recognize when challenging situations should be escalated to management while remaining calm, respectful, and solution-oriented.
· Coordinate and organize internal meetings.
· Purchase office supplies and maintain appropriate inventory levels.
· Oversee office and building upkeep, including scheduling routine maintenance, obtaining competitive vendor quotes, and managing vendor relationships for services such as lawn care, snow removal, cleaning, and other outsourced work.
· Communicate and distribute company policy updates and internal announcements clearly, professionally, and in a timely manner.
· Coordinate employee recognition initiatives, including birthdays, work anniversaries, accomplishments, and other milestones.
· Develop creative and meaningful ways to regularly recognize employees and foster a positive workplace culture.
· Provide executive and administrative support as needed.
· Maintain professional and respectful communication with staff, vendors, clients, and management at all times.
Requirements
· Minimum of 5 years of experience as an Executive Administrative Assistant or in a similar senior administrative role.
· Minimum of 5 years of hands-on experience with QuickBooks Online.
· Strong knowledge of payroll processing, accounts receivable, invoicing, purchase orders, collections, budgeting, and cash flow management.
· Advanced proficiency with Microsoft Outlook and the Microsoft 365 Suite, including Excel, Word, Teams, OneDrive, and SharePoint.
· High comfort level with technology and the ability to quickly learn new software, cloud-based applications, and digital workflows.
· Exceptional organizational and time management skills with the ability to prioritize multiple responsibilities.
· Strong attention to detail and excellent problem-solving abilities.
· Ability to work independently while exercising sound judgment and discretion.
· Outstanding written and verbal communication skills.
· High level of professionalism, integrity, and confidentiality.
Ideal Candidate
We are looking for a proactive, highly organized professional who anticipates needs rather than simply reacting to them. The ideal candidate is resourceful, technologically savvy, and confident managing multiple priorities while maintaining exceptional attention to detail.
This individual must be comfortable having professional conversations regarding outstanding accounts receivable and payment commitments. They should be able to communicate firmly, respectfully, and diplomatically when requesting payments, enforcing agreed-upon payment terms, and discussing late fees. They should also have the judgment to recognize when a situation requires management involvement to resolve an escalated issue.
We are also looking for someone who genuinely enjoys supporting people and helping create a workplace where employees feel appreciated. Whether recognizing birthdays and work anniversaries, celebrating accomplishments, or finding thoughtful ways to acknowledge the team throughout the year, this person will help foster a positive, engaging culture that reflects our family values.
Why Join Our Team?
If you are looking to join a close-knit team where your contributions are valued, your ideas are welcomed, and your work has a meaningful impact on the day-to-day success of a well-established company, we would love to hear from you.
How to Apply
Please submit your resume for consideration. Qualified candidates should be prepared to demonstrate their experience with QuickBooks Online, payroll, accounts receivable, Microsoft 365.
Pay: $25.00 - $30.11 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
