Smith Moore & Associates
Smarter Managed Associations

Job Opening

Job Opening

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Executive Assistant/Office Manager

Job responsibilities include, but are not limited to: 

  • Support administrative needs of three (3) partners
  • Collect timesheets and process payroll through Paychex
  • Benefits management (dental, vision, 401k, medical)
  • Ensure compliance with all applicable HR law (postings, overtime, exempt/nonexempt)
  • Shop and renew insurance policies
  • Maintain contract records and ensure renewal discussion commence/keep final contracts on server
  • Manage Southwest miles – update spreadsheet
  • Manage PTO for staff – track absences – manage workflow/personnel in office
  • Maintain confidential personnel files
  • Manage professional development opportunities for staff (within budget, equity among staff)
  • Enhances partners effectiveness by providing information management support; representing the partners to others
  • Produces yearly evaluations for each client and ensures completion by account manager
  • Schedule bi-annual personnel evaluations with staff and partner(s)
  • Prepares reports by collecting and analyzing information.
  • Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
  • Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
  • Schedule annual partners retreat
  • Assist with business development by identified opportunities and monitoring trade communications (ASAE, CalSAE, etc.) – Bring interesting articles, papers, etc. on association management to staff.  
  • Assist Launch with social media for SMA (keep FB dynamic)

Please send your resume to mdixon@smithmooreassoc.com