Job Description
Job Description
JOB DESCRIPTION
Executive Administrative Assistant
Department: Corporate Office / Executive Administration
Reports To: President
Executive Support: President, Chief Financial Officer (CFO), Chief Operating Officer (COO), and Director of Operations
Location: Corporate Office
Position Type: Full-Time
Position Summary
The Executive Administrative Assistant provides high-level administrative, organizational, and operational support to the President, CFO, COO, VP of Compliance and Director of Operations of a multi-location pawnbroking organization operating 28 retail locations.
This position requires a highly organized, detail-oriented, resourceful, and proactive professional who can effectively manage multiple priorities while maintaining the highest level of confidentiality, professionalism, and accuracy.
In addition to traditional executive administrative responsibilities, this role will provide support with accounting-related functions, including ledger billing and invoice coordination, marketing initiatives, corporate communications, and special projects. The ideal candidate will possess strong written and verbal communication skills, advanced computer proficiency, and the ability to leverage emerging technologies, including artificial intelligence (AI) tools, to improve administrative efficiency and workflow processes.
The successful candidate will serve as an important administrative resource to the executive leadership team, helping ensure that corporate office operations run efficiently and that executive priorities are supported and executed effectively.
Essential Duties and Responsibilities
1. Executive Administrative Support
- Provide comprehensive administrative support to the President, CFO, COO, VP of Compliance and Director of Operations.
- Manage executive calendars, coordinate meetings, schedule appointments, and organize conference calls.
- Prepare, format, proofread, and distribute correspondence, reports, presentations, and other executive documents.
- Coordinate meeting logistics, prepare agendas, document meeting notes, and follow up on assigned action items.
- Assist with travel arrangements, reservations, expense documentation, and other executive-related logistics.
- Maintain organized electronic and physical filing systems, records, and confidential documentation.
- Serve as a professional point of contact between executive leadership, corporate departments, store management, vendors, and external business contacts.
- Anticipate administrative needs and proactively address scheduling conflicts, deadlines, and competing priorities.
2. Accounting and Financial Administrative Support
- Assist with ledger billing, invoice processing, and the organization and tracking of accounts payable documentation.
- Review invoices and billing statements for accuracy, completeness, and appropriate supporting documentation.
- Assist with entering, coding, reconciling, and tracking billing information within applicable accounting systems.
- Maintain billing records and assist with ledger-related reporting and documentation.
- Communicate with vendors and internal departments regarding billing discrepancies, outstanding invoices, and payment documentation.
- Provide administrative assistance to the CFO with financial reports, expense tracking, and other accounting-related projects.
- Maintain a high degree of accuracy and confidentiality when handling financial information.
3. Marketing and Corporate Communications Support
- Assist with the coordination and execution of company marketing initiatives and internal promotional campaigns.
- Support the preparation, editing, and distribution of marketing materials, internal communications, and company announcements.
- Assist with social media content coordination, promotional calendars, and marketing-related administrative tasks.
- Help maintain consistent company branding, messaging, and presentation standards across corporate communications.
- Coordinate with internal departments and outside vendors on marketing materials, printing, promotional items, and related projects.
- Assist with company events, corporate presentations, employee communications, and special marketing initiatives.
4. Corporate and Operational Support
- Provide administrative support for projects and initiatives involving the company's 28 retail locations.
- Assist the Director of Operations and executive leadership with preparing operational reports, tracking deadlines, and organizing documentation.
- Coordinate communications between the corporate office and store management when requested.
\nCompany Description
GEM Pawnbrokers was established in 1947 by the late Martin Kaminsky and has steadily grown into the largest Pawnbrokers in the New York City area with 28 branches.
Company Description
GEM Pawnbrokers was established in 1947 by the late Martin Kaminsky and has steadily grown into the largest Pawnbrokers in the New York City area with 28 branches.