Administrative Executive Assistant - Solana Beach, United States - Procede Software
Description
The Administrative Executive Assistant will play a vital role in our ecosystem This individual will be in a front-desk position, being the first point of contact for all staff and visitors along with supporting the CEO.
If you enjoy working with others in a fast-paced office environment, we encourage you to applyWhy Procede? This is what our VP of People & Culture has to this video
Primary Job Responsibilities
- Receive calls/visitors/deliveries/mail and screen visitors
- Send, file, organize and retrieve corporate documents, records, reports and receipts
- Purchase and maintain inventory of office snacks and supplies
- Order/pick up lunch/coffee/general office items as needed
- Responsible for company apparel orders
- Key member of the internal planning committee:
- Plan/organize company meetings/holiday events/all other company functions
- Manage event calendar and budget, research events, staff communication and prizes etc.
- Onsite point person for events, available for event setup and takedown, maintain event space during events, postevent cleanup including but not limited to storing leftover food and taking down decorations
- Manage/add/update calendar invites for internal events and other office calendars
- Coordinate and manage scheduling for CEO and Leadership Team (including but not limited to meetings, business travels and events)
- Assist with travel arrangements (both internal and billable) including flights, accommodations and transportation
- Maintain professional appearance of the office; ensuring workstation/offices/common areas are clean and ready for daily use
- Carry out routine cleaning/sanitizing tasks of the office (workstations/common areas/door handles)
- Housekeeping responsibilities:
- Prep the conference rooms for all meetings
- Clean and tidy between meetings and interviews
- Keep common spaces tidy throughout the day
- Tidy/sanitize/restock copy room and supply room as needed
- Tidy/restock kitchen and sanitize equipment (including but not limited to; espresso machine, coffee maker, coffee pod holders, water stations, microwaves, sink facet and knobs/handles)
- Deep clean microwaves and fridges as needed or at least monthly
- Restock bathroom supplies as needed
- Ensure the operation of office equipment by completing preventative maintenance requirements
- Assist with AR/AP processing (including but not limited to check log updates and bank deposits)
- Handle confidential nonroutine information
- Assist with onboarding and offboarding tasks (local and remote)
- Assist with posting jobs to external sites and refreshing jobs across websites and schedule interviews (phone screens, virtual and/or inperson)
- On occasion, lead onboarding session for new hires
- Assist HR with enrollment, manage due dates, conduct audits, and generate reports on compliance related trainings
- Responsible for printing, preparing and shipping all trainingrelated materials
- Support and assist leadership and management staff members
- Represent the company accurately and professionally
- Adhere to all company policy and procedures
- Perform all other assigned tasks
Desired Qualifications/Skills
- Working knowledge of computers and electronic data processing; experience with Microsoft Office software; working knowledge of modern office equipment, practices and procedures
- Use various resources as needed when problemsolving
- The ability to multitask and possess time management skills
- The ability to understand information and ideas presented in writing and verbally
- The ability to maintain strict confidentiality
- Proficient with numbers and mathematically competent
- Reliable, responsible and dependable
- Ability to demonstrate interpersonal skills in working with staff and customers in a professional manner
- Enjoy working with people and be able to show initiative, patience and courtesy
- Sensitive to others' needs and feelings and being understanding and helpful
- Detailed oriented, organized, perform selfreview and correct one's own work without close supervision
- Selfmotivated and driven
- Attention to detail in composing, typing and proofing materials for grammatical and spelling errors
Requirements:
- Entry level welcome to apply
- High school diploma or equivalent, Associate degree preferred
- 1+ year of clerical/front office responsibilities and administrative support duties preferred
- 1+ year of executive administrative duties preferred
- HR coordination experience a plus
- Valid driver's license
- Reliable transportation
Physical Requirements:
- Ability to sit at a desk, computer terminal or meeting table for a long period of time
- Ability to use hands and fingers or adoptive equipment to safely operate assigned equipment
- Ability to lift up to 30 lbs
- Ability to use telephone frequently for a long period of time, and to hear and speak clearly by telephone
The Exciting Stuff
Benefits
- Medical, Dental and Vision
- Com
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