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

Procede Software

Verified Company

Solana Beach, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

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 apply

Why 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