Executive Assistant

ePromos Promotional Products, LLC; Wayne (NJ); Hybrid; USD 55,000 - 70,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Reimbursed business expenses

Job summary

ePromos Promotional Products, LLC in Wayne, NJ is seeking an Executive Assistant to support the owners and manage a high-demand office across multiple small businesses. The role combines administrative leadership with basic bookkeeping, payroll coordination, and vendor management.

You will handle scheduling, expense tracking, budgets, and project support, while maintaining confidentiality and professional communication with internal teams and external partners.

Qualifications

• 3–5 years of office management, family office, or operations experience.
• Solid bookkeeping skills with familiarity in AP/AR and reconciliations.
• Strong organizational and time-management abilities.
• High discretion and professionalism handling confidential matters.
• Excellent written and verbal communication and vendor management.
• Proficient in Microsoft Office and quick to learn new systems.
• Valid driver's license and ability to travel locally.

Responsibilities

• Manage daily office operations across multiple businesses.
• Process invoices, track expenses, and prepare vendor payments.
• Maintain budgets and flag variances.
• Coordinate external advisors (accounting, payroll, legal, insurance).
• Support payroll and HR admin with external providers.
• Oversee household and property coordination.
• Maintain confidential files and secure storage.
• Improve administrative systems and dashboards for expense tracking.
• Provide ad-hoc project support for renovations, events, acquisitions.

Skills

Office management

Bookkeeping

Organization

Discretion

Communication

MS Office

Driver's license

Education

Associate degree in business/finance

Bookkeeping certification

Tools

QuickBooks

Xero

Job description

Executive Assistant

Direct report: Owners

Location: Wayne, NJ (hybrid - on-site as required)

Employment type: Full-Time, Hourly

Key Responsibilities

• Manage daily office operations across the family’s businesses: mail, phone, scheduling, reception, supplies, and vendor relationships.
• Handle basic bookkeeping and finance administration: process invoices, track expenses, prepare vendor payments for approval, reconcile small accounts, and prepare monthly expense summaries for the principal or external accountant.
• Maintain and track budgets for each business unit and household expenses; flag variances and recommend corrective actions.
• Manageexternal advisors (accounting, payroll, legal, and insurance), managing priorities, directing deliverables, and exercising judgment to resolve issues and ensure timely completion of business requirements.
• Support payroll and HR administrative processes in partnership with external providers, including employee records, onboarding workflows, and ensuring compliance with established policies; identify issues and implement process improvements as needed.
• Oversee basic household and property coordination: schedule maintenance, manage contractors, track warranties and service agreements across properties/business locations.
• Maintain confidential files and important documents (insurance, contracts, deeds); ensure secure storage and easy retrieval for authorized parties.
• Implement and improve administrative systems and processes to increase efficiency, including standard operating procedures, filing systems, and dashboards for expense tracking.
• Provide ad-hoc project support for household or business projects (renovations, events, small acquisitions), including vendor sourcing and project coordination.

Required Qualifications

• 3–5 years office management, family office, or operations experience for small businesses or multi-site environments; prior exposure to family-owned businesses is a plus.
• Solid working knowledge of basic accounting/bookkeeping tasks (accounts payable/receivable, reconciliations) and comfort using accounting software (QuickBooks, Xero, or similar).
• Strong organizational and time-management skills, with the ability to prioritize across competing tasks and sensitive requests.
• High level of discretion, trustworthiness, and professionalism handling confidential family and business matters.
• Excellent written and verbal communication and vendor management skills.
• Proficiency with Microsoft Office (Outlook, Excel, Word) and comfortable learning new systems.
• Valid driver’s license and willingness to travel locally between properties/business locations as needed.

Preferred Qualifications

• Experience supporting multiple business entities or a family office environment.
• Bookkeeping certification, associate degree in business/finance, or comparable experience.
• Familiarity with payroll processes and HR record keeping.

Working Conditions & Expectations

• Must be comfortable working in a small, flexible team and handling both routine admin and irregular high-priority tasks.
• This role requires high discretion and may involve after-hours coordination for urgent family or business needs.
• Occasional local travel to properties or vendor sites; standing/physical inspection of sites when required

Compensation & Benefits

Salary range: $55,000–$70,000

• Benefits: standard health insurance contribution, paid time off, reimbursed business expenses

We do not accept resume submissions from third party recruiters.