Job Description

Instructions :

Only applicants who follow the process noted at the end of this role description will be considered for this role.

Overview

Seeking a proactive, detail-oriented Executive and Personal Assistant to deliver administrative, financial, and logistical support to the CEO and company operations. This role blends executive assistance, bookkeeping, personal finance, and coordination for business/personal tasks in a fast-paced environment, requiring multitasking, discretion, and financial expertise. This in-person role is based in Bronxville, NY and requires regular onsite presence to support both business and personal needs.

Key Responsibilities

• Financial & Bookkeeping : Process vendor payments (e.g., via Wise.com, Schwab); review statements/tax filings for LLCs; maintain health insurance compliance; reconcile credit cards, optimize points/limits; pay invoices; manage retirement accounts; renew LLCs/update addresses.
• Administrative & Operations : Track shipments/inventory; process multi-account emails; schedule appointments; renew domains/permits; research/purchase items; collect/deposit rent checks.
• Personal Finance & Real Estate : Review property statements/deposits; handle work orders/appliance purchases; manage leases/photos/events; maintain income/expense spreadsheets; update HOA/insurance info.
• Health & Insurance : Ensure compliance/PCP accuracy; pay life insurance; schedule MRIs/check-ups.
• Travel & Logistics : Book reservations using points (e.g., Point.me, Chase / CapitalOne); handle passports/roaming plans; confirm bookings.
• Shopping & Procurement : Order supplies/food via Costco / Fresh Direct.
• Tech Support : Troubleshoot issues; open vendor tickets (e.g., Azure, HireSelect).
• Retirement & Insurance : Assist with 401K reports/health insurance.

Qualifications

Bachelor’s degree in Business, Finance, or a related field preferred, or equivalent experience. 2+ years in administrative roles (executive support ideal); 1+ years in bookkeeping/finance.

Skills & Experiences

• Core : Strong organization/time management; attention to detail; communication; discretion; problem-solving.
• Financial/Bookkeeping : Proficiency in accounting principles; knowledge of QuickBooks/Excel/banking tools; compliance expertise; personal finance/credit optimization.
• Administrative/Operational : Inventory/logistics; document management; vendor coordination.
• Technical : Basic tech troubleshooting; Google Workspace/email tools; fraud detection.
• Travel/Procurement : Booking platforms (e.g., Kayak, Point.me); online sourcing.
• Experiences : Administrative/personal assistance; bookkeeping/compliance; real estate management; family task handling; tech support; tool familiarity (e.g., Wise.com, Schwab).

Hours

Monday - Friday 9:00 AM - 5:00 PM onsite

Why Join Us?

Directly impact operations in a growth-oriented, collaborative setting. Competitive salary based on experience, health/dental insurance, 401K, and profit-sharing.

Application Process

To apply for the Executive Assistant position at TokenWorks, click the link below to access our dedicated job portal. You are required to complete the assessment in order to be considered for the role

The streamlined process begins with a quick 15-minute assessment, designed to evaluate key cognitive skills such as problem-solving, attention to detail, and learning agility—qualities essential for success in this role. Once completed, you'll proceed to upload your resume and respond to a set of pre-recorded video questions, allowing you to showcase your experience and personality at your own pace and convenience. Only applicants who follow this process will be considered for this role.

We’re eager to review your application and potentially welcome a curious, supportive, and motivated Executive Assistant to our dynamic team!

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