Executive Assistant at Bliley's

Richmond, Virginia, United States -

Full Time

Start Date

Immediate

Expiry Date

14 Jul, 26

Salary

0.0

Posted On

15 Apr, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive administrative support, Calendar management, Meeting coordination, Recruitment support, Onboarding, HR compliance, Benefits administration, Data entry, Record management, Microsoft Office, Communication, Organization, Confidentiality, Attention to detail, Purchasing, Inventory management

Industry

Consumer Services

Description

Description For more than a century, Bliley’s Funeral Homes & Cremation Center has been committed to service, trust, and professionalism. Joining our team means being part of a legacy of care and a culture where every associate contributes to the experience families remember. We seek individuals who hold themselves to a high standard and find meaning in helping others. Summary of Job Function The Executive Assistant provides high-level administrative support to company leadership by managing schedules, communications, and key administrative processes. This role requires excellent organization, sound judgment, and discretion. Essential Job Functions The associate must be able to perform the following essential functions with or without reasonable accommodation, which align with the primary duties and responsibilities of the position: Executive Administrative Support Manage and coordinate executive calendars, meetings, and logistics to ensure readiness and on-time attendance. Serve as a primary point of contact by answering, screening, routing, and documenting calls/messages accurately and promptly. Communicate clearly and professionally with associates, vendors, and other stakeholders (phone, email, and in person), representing Bliley’s with tact, discretion, and a service-oriented approach. Operations Support Coordinate recruitment and staffing support activities (job postings, candidate communications, interview scheduling, and offer process coordination). Support onboarding and training coordination, including new hire paperwork, orientation scheduling, and follow-up on required steps. Maintain accurate employee and recruiting records by scanning, filing, and managing digital and paper files in an organized, retrievable manner. Coordinate and track routine HR-related administrative processes such as employment verifications, benefits documentation support, and report preparation. Administrative & Operational Support Review, prioritize, and route incoming correspondence (mail, legal documents, garnishments, workers’ compensation bills, and general requests) appropriately and promptly. Support office operations including purchasing, inventory/office supply management, scanning/organizing files, and coordinating business office communications. Handle sensitive associate and financial information with discretion, exercising sound judgment and maintaining confidentiality at all times. Event & Errand Support Assist with company event planning and meeting preparation, including scheduling venues, ordering food, and coordinating logistics. Support occasional setup and cleanup for meetings/events and transport related materials and supplies as needed. Run business-related errands as necessary to support company operations. Primary Duties & Responsibilities Executive Administrative Support Manage and maintain executives’ schedules, including meetings and appointments. Serve as a primary point of contact for internal and external stakeholders by managing correspondence and appropriately screening requests. Prepare reports, presentations, and meeting materials, ensuring accuracy and timely completion. Track project timelines and deliverables and follow up to support on-time completion. Protect executives’ time by managing incoming requests and prioritizing tasks effectively. Assist with company event planning, including scheduling venues, ordering food, coordinating logistics (including setup and cleanup, etc.), and supporting meeting preparation. Assist with collecting receipts from team members and reconciling receipts to monthly credit card statements. Support scheduling and maintenance of the company calendar as needed. Operations Support Assist the Director of HR & Education and hiring managers to support staffing needs and maintain accurate job descriptions. Coordinate recruitment activities including job postings, candidate communications, interview scheduling, and offer process coordination. Support onboarding processes including new hire paperwork, orientation scheduling, and training coordination. Assist with maintaining accurate and up-to-date employee records within HR systems and personnel files. Process employment verifications and assist with HR documentation requests. Assist with benefits administration including enrollments, changes, and general associate inquiries. Support HR compliance activities including audits, reporting, and policy updates. Assist with preparation of HR reports including headcount, turnover, and recruiting activity. Support HR initiatives such as engagement activities, training coordination, and process improvements. Administrative & Operational Support Answer and direct all incoming phone calls to Bliley’s business office, including taking messages and providing information to callers. Handle sensitive associate and financial information with the utmost discretion and highest degree of confidentiality. Review and prioritize incoming mail including employment requests, workers’ compensation bills, withholding orders, garnishments, legal documents, and general correspondence. Support the Director of Finance & Infrastructure with managing central purchasing and inventory. Order and maintain company letterhead, business cards, and office supplies. Scan and organize digital files and promote a paperless work environment. Assist with onboarding and training administrative associates as needed. Assist with Care and Concern coordination as needed. Run business-related errands as necessary. Other duties as assigned. Requirements Education: Bachelor’s degree required (Human Resources, Business Administration, or related field preferred). Executive administrative support: Prior experience supporting executive leadership, including calendar management, meeting coordination, and professional correspondence. Technology: Proficiency with Microsoft Office (Word, Outlook, Excel, Teams, SharePoint) including document preparation, scheduling, and file/record management. HR operations: Experience supporting recruiting, onboarding, benefits administration, or HR compliance processes; HRIS experience preferred. Organization & follow-through: Demonstrated ability to manage multiple priorities, track deadlines, maintain accurate records, and complete work with minimal supervision. Professional judgment: Strong decision-making skills, sound judgment, and the ability to handle sensitive information with discretion and confidentiality. Service orientation: Demonstrated ability to respond promptly, prioritize requests appropriately, and work effectively with internal and external stakeholders. Attention to detail: High accuracy in document preparation, data entry, and maintaining personnel and business records. Communication: Excellent oral, written, and interpersonal communication skills; ability to communicate professionally by phone, email, and in person. Flexibility: Willingness to adjust priorities and schedule to support business needs, including occasional event/meeting support and errands. Physical Requirements Perform frequent computer and telephone work, including repetitive hand/wrist motions for keyboarding, data entry, document preparation, scanning, and filing. Sit and/or stand for extended periods; regularly walk, reach, bend, and stoop while performing office tasks, retrieving files/supplies, and supporting meetings and events. Occasionally lift, move, or transport items up to 25 pounds (e.g., office supplies, files, purchasing/inventory items, and event materials). Working Conditions This role is primarily performed in an office setting and involves frequent computer/phone work, document preparation, scanning/filing, and coordination of administrative processes. The position also includes occasional event/meeting support (including setup/cleanup) and business-related errands. The associate must be able to sit, stand, walk, reach, bend, and lift/transport materials up to 25 pounds as needed to perform these duties. Work Schedule This is a full-time position (40+ hours per week), typically Monday–Friday during standard business hours. Occasional early mornings, evenings, and/or weekends may be required to support business needs (e.g., meetings/events, recruiting schedules, and time-sensitive administrative or HR processes). Availability to be on call as business needs arise is required.

Responsibilities

The Executive Assistant provides high-level administrative support to company leadership by managing schedules, communications, and key administrative processes. Additionally, the role supports HR operations, including recruitment, onboarding, and benefits administration, while maintaining office inventory and records.