Administrative Assistant
 
Specific Responsibilities:
 

• Schedule and organize meetings, travel arrangements, conferences, etc.
• Conduct research to identify most appropriate locations and pricing and manage all details pertaining to reservations and itineraries.
• Coordinate and plan luncheons and other events.
• Prepare agendas, distribute information or invitations and may assist with set-up of the facilities.
• Handle incoming and outgoing mail including USPS and courier
• Take messages and respond to calls in a timely manner.
• Respond to routine mail and e-mail for the company
• Administrative/ Other Support: Prepare and modify visual presentations.
• Perform various administrative/clerical duties such as maintaining supplies, updating directories, faxing, copying, and filing.
• Perform other administrative duties as needed.
• Assist with preparation for meetings.
• Attend certain meetings and records, transcribes, and distributes meeting minutes
• Greet clients, guests
• Offer water/tea/coffee daily for meetings
• Answer phones, take and forward messages
• Send, receive, forward faxes
• Prepare copies and packages for teams and meetings
• Prepare supply orders and order online using best priced/delivery methods
• Receive supply orders and put away as needed
• Monitor and order bottle water
• Monitor daily office items (fill copier, restock coffee, restock sweeteners, restock snacks, fill water in coffee maker, restock creamers, check dishes have been properly cleaned and put away)
• Tidy office as needed
• Make travel arrangements for air travel, hotel, and/or rental cars as needed
• Prepare shipping labels and outgoing mail
• Deliver mail or courier items to appropriate locations
• Conduct electronic filing as needed for other departments
• Reconcile credit card charges monthly for accounting with back up receipts and purchase requests
• Get CEO's coffee from Starbucks for meetings
• Assist in set up, clean up, etc. for meetings and catering

 
Skills & Requirements:

• College degree preferred but will accept someone with equivalent work experience.
• Proficiency in Word, Excel, PowerPoint and Lotus Notes.
• Excellent organizational, meeting planning coordination and project management skills.
• Organized, independent, and self-motivated with a team player attitude.

This admin assistant is responsible for supporting the executive assistant to the CEO of the company. There are 3 companies in real estate, food and beauty. This position is meant for someone highly motivated that pays excellent attention to detail and is a self starter. Employee will need to pass a background and drug test upon hiring.
Knowledge with Apple/IOS devices a plus. Hours will typically be 8:00am – 5:00pm, with the exception of event nights. The hours may change for the day to work any events for the companies. This position requires running errands during the day so transportation will be needed. Mileage is reimbursed for travel. Serious inquiries only please.