Executive Operations Assistant

AC&S, Incorporated is seeking a full-time Executive Operations Assistant to join our team in Nitro, WV.

About US

AC&S, Incorporated is committed to a high standard of quality, environmental, health, safety, and security management and customer satisfaction. We support a continuing effort to improve industry’s management of chemicals and pledge to manage our business in accordance with the standards established in ISO 9001, EFfCI-GMP, ISO 14001, and RC 14001. We will operate our business in a sustainable manner and follow the guidance established under the Responsible Care Guiding Principles.

Compensation and Benefits

Nonexempt hourly role. Pay is commensurate upon education and experience. Competitive benefit package.

Essential Duties and Responsibilities

Accounts Payable & Financial Administration

• Process accounts payable invoices accurately and timely.
• Review invoices for appropriate documentation, coding, and approvals.
• Enter invoices and payment information into the appropriate accounting or financial system.
• Prepare payments and maintain supporting documentation.
• Communicate with vendors regarding invoices, payments, discrepancies, and account questions.
• Reconcile vendor statements and research outstanding or duplicate invoices.
• Maintain accurate and organized accounts payable records.
• Assist with credit card receipts, expense reports, reimbursements, and reconciliation as assigned.
• Track outstanding invoices, approvals, and other items requiring follow-up.
• Assist with preparation of financial information and documentation requested by management or accounting professionals.
• Maintain appropriate confidentiality and internal controls related to financial records and transactions.
• Provide additional accounting and financial administrative support as assigned.

Executive & Administrative Support

• Provide day-to-day administrative support to executive leadership.
• Manage calendars, appointments, meetings, and scheduling as assigned.
• Coordinate internal and external meetings and communicate scheduling information to participants.
• Prepare correspondence, reports, spreadsheets, presentations, and other business documents.
• Maintain organized electronic and paper filing systems.
• Assist with incoming correspondence, mail, telephone calls, and general office communications.
• Coordinate travel, meetings, events, and other arrangements as needed.
• Track deadlines, action items, projects, and follow-up items for leadership.
• Assist with gathering information and preparing materials for meetings.
• Maintain office records and assist with general office organization.
• Coordinate with vendors and service providers as needed.
• Assist executive leadership with special projects and other administrative needs.
• Exercise discretion and maintain confidentiality regarding business operations, financial information, employees, and executive matters.

On-Site HR Administrative Support

Serve as the on-site facilitator for routine HR administrative activities in coordination with the organization’s external HR partner. Responsibilities may include:

• Assist with recruiting and hiring activities, including posting approved job openings, coordinating applicant communications, scheduling interviews, participating in interviews as requested, and facilitating pre-employment and new-hire requirements in coordination with hiring managers and the external HR partner.
• Assist with the administrative onboarding of new employees.
• Facilitate new-hire orientation using established materials and procedures.
• Collect and distribute employee forms, notices, policies, and other HR documentation as directed.
• Schedule employee meetings involving supervisors, management, and/or the external HR partner.
• Attend disciplinary, performance, or other employee meetings when requested to provide an on-site presence, assist with documentation, or serve as a witness.
• Provide employees with documentation prepared or approved by management and/or the external HR partner.
• Serve as an on-site point of contact to help connect employees and supervisors with the appropriate HR resource.
• Forward employee questions, concerns, complaints, leave requests, accommodation requests, and other HR matters to the appropriate management or external HR contact.
• Maintain confidentiality of employee and personnel information.
• Track outstanding payroll issues to help ensure timely resolution.
• Assist employees with routine payroll process questions and direct more complex issues to the appropriate resource.

This position facilitates HR processes but does not independently make employment decisions, determine disciplinary action, interpret employment laws or policies, or conduct HR investigations unless specifically assigned and supported by management or the external HR partner.

Physical Demands and Work Environment

Work is performed in a typical office setting with regular computer and phone use. The role involves sitting for extended periods, occasional walking or standing, and lifting up to 20–25 pounds for routine office tasks. Reasonable accommodations may be made to support individuals with disabilities.

Qualifications and Experienc****e

• High school diploma or equivalent required; associate or bachelor’s degree in business, accounting, finance, or a related field preferred.
• Previous accounts payable, bookkeeping, administrative, or executive support experience preferred.
• Strong attention to detail and accuracy, particularly when working with financial information.
• Excellent organizational and time-management skills.
• Ability to manage multiple priorities and consistently follow through on assignments.
• Strong written and verbal communication skills.
• Professional demeanor and ability to interact effectively with employees, executives, vendors, and outside business partners.
• Ability to maintain confidentiality and exercise appropriate discretion.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Ability to learn and effectively use accounting, payroll, HRIS, and other business software.

Key Competencies

• Accuracy and attention to detail
• Organization and prioritization
• Follow-through and accountability
• Professional communication
• Confidentiality and discretion
• Initiative
• Problem-solving
• Customer service
• Adaptability Teamwork

Equal Opportunity Employer including disability and protected veteran status