Executive Assistant to the President

Job Summary
Recoveries R US, LLC – New York, NY
In-Person Position

Job Description

Recoveries R US, LLC is seeking a highly organized, dependable, and proactive Executive Assistant to the President/CEO. This position provides direct executive support while assisting with the daily administrative operations of our training organization.

The ideal candidate is professional, detail-oriented, technology savvy, and able to manage multiple priorities in a fast-paced environment. We are looking for someone who takes initiative, anticipates needs, and follows assignments through to completion without requiring constant supervision.

Responsibilities

• Manage the President/CEO’s email, calendar, meetings, appointments, and travel arrangements using Microsoft Outlook and Google Workspace
• Serve as a primary point of contact for trainers, and outside partners
• Assist with billing, invoice processing, expense tracking, payment records, and basic bookkeeping
• Maintain and update the school/student management system
• Coordinate student enrollment, registration, onboarding,
• Maintain accurate student documents, personal files, attendance records, and required documentation
• Manage staff and contractor timesheets and related records
• Coordinate trainer schedules and ensure trainers receive their training calendars and assignments in advance
• Assist with class schedules, rosters, attendance, certificates, evaluations, and training documentation
• Coordinate internal meetings, conferences, graduations, trainings, and special events
• Support project coordination by tracking deadlines, assignments, reports, and follow-ups
• Assist with social media management, content scheduling, and email marketing campaigns
• Maintain contact lists and assist with promotional communications
• Prepare, proofread, and organize correspondence, reports, spreadsheets, forms, presentations, and other documents
• Perform data entry, electronic filing, transcription, and general administrative duties
• Assist with office management, supply ordering, and general office operations
• Use DocuSign and other electronic systems to prepare and process documents
• Maintain organized electronic and physical filing systems
• Track important deadlines and ensure outstanding assignments receive appropriate follow-up
• Maintain confidentiality of student, employee, financial, business, and executive information

Qualifications / Requirements

• Associate’s or Bachelor’s degree in Business Administration, Business Management, Office Administration, Communications, Human Services, or a related field preferred
• Candidates with substantial executive administrative experience may be considered in lieu of a degree
• Minimum of 2 years of experience as an Executive Assistant, Personal Assistant, Administrative Assistant, Office Manager, or similar professional role preferred
• Excellent organizational and time-management skills with the ability to prioritize multiple responsibilities in a fast-paced environment
• Strong typing, data entry, transcription, proofreading, and document-management skills
• Experience with office management, filing systems, front desk operations, and customer service
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint
• Proficiency with Google Workspace, including Gmail, Calendar, Docs, Sheets, and Drive
• Experience with QuickBooks or similar bookkeeping/accounting software preferred
• Familiarity with DocuSign, electronic filing systems, and multi-line phone systems
• Strong professional phone etiquette and excellent written and verbal communication skills
• Experience with social media management and email marketing platforms preferred
• Experience with billing, invoicing, expense tracking, and administrative recordkeeping preferred
• Ability to coordinate projects, meetings, events, and deadlines from planning through completion
• Ability to handle sensitive and confidential information with professionalism and discretion
• Strong interpersonal, problem-solving, and customer service skills
• Ability to work independently, anticipate the President/CEO’s needs, take initiative, and follow assignments through to completion
• Must be dependable, professional, detail-oriented, accountable, and punctual

Who We’re Looking For

We are looking for someone who **takes ownership of their responsibilities, anticipates what needs to be done, stays organized, and follows through withou…