Overview

Welcome to Sojo, Inc., where ideas reign supreme. Here, customer experiences drive us, we win awards, and technology brings our creative ideas to life. Career growth and learning is a priority for us – we help each other shine. Our clients are our partners. Integrity and a team-driven environment serve as incubators for entrepreneurial minds.

We were born digital, passionate about blending art and technology, about defying the edge of what is possible. We got to be where we are because we believed -- and still do -- in the power of the Web to transform brands and intern transform lives.

Summary

This is a great opportunity for someone with several years of experience to contribute to the growth of our organization. The primary function of this position is to provide overall coordination of administrative duties to the president and the Sojo team. Duties include calendar management, travel coordination, expense reporting. Coordination with clients, accountant and project manager to follow up on invoices, billing and collections. Doing research and gathering information for new business and existing clients.

Provide overall coordination of office support services and related activities including reception/concierge support, mail, purchasing of supplies, catering, events planning, vendor relations, and equipment maintenance. The Executive Administrative Associate also acts as a liaison between clients, employees, vendors, freelancers, contractors, and office management.

In performing the essential functions of this role, the work environment is fast-paced and strong organizational skills are a must.

Key Responsibilities:

• Ability to provide superior administrative support to 2 or more executives.
• Establishes and maintains senior level client relationships and works to contribute strategic value beyond day-to-day operations.
• Handle inbound electronic and phone communications for Sojo, Inc. and the Executive/s as needed.
• Analytical ability is required in order to gather and summarize information and find solutions quickly.
• Ability to evaluate priority and multi-task accordingly. Must be able to handle multiple concurrent projects and follow through on issues in a timely manner.
• Ability to effectively present information and respond to all levels of the Sojo Team.
• Assist in the preparation of presentation and new business materials as needed.
• Working knowledge of mail processes such as postage machine, FedEx, and UPS.
• Advanced Calendar Maintenance and Coordination in Outlook.
• Facilitating scheduling of, and making travel arrangements.
• Ability to follow up on invoices, collections, time tracking and reconciliation.
• Ensure confidentiality by protecting sensitive information.
• Work requires knowledge of business and an excellent command of the English language (oral and written).
• Ability to work with both i-Phone and Blackberry.
• Excellent communication and interpersonal skills required.
• Must be able to work in a highly collaborative team environment.
• Advanced travel planning skills.
• Multiple years of related professional work experience supporting Executive/s in a fast paced and complex office environment.
• Microsoft Office including Word, Outlook, Excel and Powerpoint.

Office Coordination/Management:

• Courteously greets clients, Sojo employees, vendors and other visitors; determines their needs and directs them to the appropriate person, team or office.
• Courteously answers telephones, handles calls, routes them to appropriate individuals or takes messages.
• Opens and/or closes office and ensures appropriate security measures.
• Manages the reception area to ensure effective telephone and personal communication both internally and externally, and maintains a professional image (e.g., flowers, marketing materials, daily schedule, business periodicals, etc.).
• Builds relationships with internal and external clients at all levels.
• Manages requests for building and office keys or access cards and distributes/activates or collects/deactivates keys or access cards as needed.
• Manages overall mail processes (external and interoffice).
• Ensures that office equipment (e.g., fax machines, postage meter, photocopiers, etc.) is operable and coordinates maintenance as needed.
• Arranges transportation for visitors and clients as needed.
• Develops and manages processes and procedures for maximum efficiency of internal operations and office equipment.
• Contacts building management with facility issues.

Support:

• Serves as the initial point of contact for inquiries about Sojo, providing Company information where appropriate.
• Manages and Coordinates schedules for Sojo Executives.
• Ensures that all logistical details are in order for client engagements (e.g., catering, room scheduling, supply needs, conference calls, etc.).
• Assists project teams with the coordination of team events and builds relationships within delivery teams and the client.
• Checks in with project team leadership to ensure that all needs are met.

Bookkeeping:

• Must have prior experience in QuickBooks.
• Manage all organizational bookkeeping for accounts payable and receivable using QuickBooks.
• Responsible for invoicing, collecting, payables and banking.
• Maintain all accounting records and files.
• Monthly reconciling of books.
• Maintain accurate and up to date records of all transactions.
• Manage the collection of payments due from clients and third parties in line with contract or agreed terms.
• Prepare the bi-weekly payroll and sign off to final payment.

Human Resources:

• Must have prior experience in benefits administration.
• Benefits administration: Must chose benefits best suited for Sojo and be able to do the following:
  -- Administer benefits at the company and employee level
  -- Process employee changes including, new hires, terminations and changes in personal circumstances
  -- Work with the company broker and benefits provider to ensure all aspects of benefits are well managed. .
• Record keeping
  -- Maintain employee records in a highly confidential manner
  -- Administer changes to employee records and employment agreements .
• Maintain good level of communication with peers and counterparts.
• Process all personnel transactions relating to the hires, transfers and terminations of employees.
• Manage the hiring process of all future employees.
• Track and report the vacation status for each employee.

Vendor Relations/Ordering:

• Builds and manages relationships with vendors.
• Tracks deliveries, messenger services, and coordinates packages/shipping procedures.
• Negotiates and manages the purchasing of office supplies, catering, beverages, furniture, office equipment, etc. in accordance with company purchasing, policies and budgetary considerations.

Company Contribution:

• Coordinates and performs overall project and internal team support services.
• Participates in, and assists with, company events as needed 20 % travel may be required.
• Assist with sending out and tracking invoices.

Experience Guidelines:

• Work requires knowledge of business and an excellent command of the English language.
• Four to five years related professional work experience and/or training; or equivalent combination of education and experience.
• Must have a professional manner as well as a high level of interpersonal skills to handle time-sensitive and stressful situations. Position continually requires demonstrated poise, tact, and diplomacy.
• Some analytical ability is required in order to gather and summarize information, find solutions to various tactical and/or strategic problems, and prioritize work Working knowledge of mail processes such as postage machine, FedEx, and UPS.
• Ability to evaluate priority and multi-task accordingly.
• Ability to write business correspondence and create reports.
• Ability to effectively present information and respond to questions from all levels of Sojo, Inc. staff and visitors.
• Ability to understand and carry out instructions furnished in written, oral, or diagram form.
• Ability to use word processing, spreadsheets, and e-mail software

Full-time opportunity.

Contact us at careers@sojoinc.com/a>.