Administrative Executive Assistant - Solana Beach, United States - Procede Software

Description

Job Description

Since 2001, Procede Software has been a leading provider of enterprise-level Dealer Management Solutions (DMS) for the heavy-duty truck and ancillary markets. Serving dealer locations throughout the United States, Canada, and Australia, the industry's leading dealerships trust Excede to run their business because of its full functionality across all dealership departments, high reliability, and strong integration with their OEM providers. Excede, its powerful DMS, leverages the strength of Microsoft SQL technology to provide advanced Windows and browser-based applications with real-time information.

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 apply

Why Procede? This is what our VP of People & Culture has to this video

This role will work full-time from our Solana Beach, CA office. Please only apply if you are local and willing to commute five days a week.

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, post-event 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 non-routine information
• Assist with onboarding and off-boarding tasks (local and remote)
• Assist with posting jobs to external sites and refreshing jobs across websites and schedule interviews (phone screens, virtual and/or in-person)
• 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 training-related 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 problem-solving
• 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 self-review and correct one's own work without close supervision
• Self-motivated 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
• Competitive Compensation
• Paid Time Off (PTO)
• Volunteer Day Off (VDO)
• 14 Paid Holidays
• Lifestyle & Wellness Reimbursement
• Retirement Plan with Company Match
• Work equipment (laptop, monitor(s), keyboard, mouse, etc.)
• Destination office in Solana Beach, CA

Location and Compensation

This is an onsite role, with expectations to work full-time from our office. Our office is in Solana Beach, CA - please only apply if you are local and willing to commute five days a week. The salary range for this role is $21 - $26 an hour, depending on a combination of factors, including, but not limited to, education, relevant work experience, qualifications, skills, etc.

In addition to our comprehensive benefit package, our company encourages and supports career development. We are equally invested in our employees' success and believe in a partnership where individuals can grow professionally.

Culture

We work hard and play hard; we strive to create a culture that is as equally challenging as it is fun and rewarding Please view our social media pages to get a glimpse of our company sponsored events:

Facebook:

LinkedIn:

We are proud of our company and welcome you to visit our website to see why and learn a little bit more about us

We hope you are interested in our Company and our Administrative Executive Assistant role and welcome anyone to apply

Please be sure to add to your email contact list to ensure delivery of all correspondence from us.

Procede Software provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Procede will not sponsor applicants for immigration-related benefits.