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    Executive Administrative Assistant

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    Tiffany Tarpein
    Admin

    Posts : 112
    Join date : 2010-02-19
    Age : 44
    Location : Austin, TX

    Executive Administrative Assistant

    Post  Tiffany Tarpein on Thu Feb 25, 2010 3:58 pm

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    Executive Assistant
    About the Job
    Great company located in Austin seeking an Executive Assistant to support a small team!
    Job Description

    Mail:
    Get mail from office mail box and distribute
    Sign for and distribute all packages
    Ship packages thru Fed Ex (including international shipments)
    Send USPS mail—certified, priority and express mail. Postage machine in office for postage.
    Travel Arrangements
    Make travel arrangements for entire office (6 people)
    Expense Reports
    Create expense reports for DD’s
    Input expense reports for all staff into EPS
    American Express
    Process AmEx statements, organize receipts, for 3 AmEx cards, enter in EPS
    Invoice/landowner payment
    Process regular monthly overhead invoices for payment
    Process project development invoices for assets and expenses
    Process annual landowner payments for landowners under lease
    Record all payments processed through EPS into QuickBooks.
    We keep a separate set of books because most of our expenses are related to projects with budgets
    Assist with budgets, provide P&L and Balance Sheets as requested
    Manage Fremantle’s bank account—used for small expenses related to document requests from counties.
    Process checks through QuickBooks for small expenses, send copies to Finance
    Process AAA and APA payments.
    Facilitate requests with BSD such as security access cards, insurance policy information, access to Fed Ex, Conference Calling, etc
    IT Support
    Provide local support for all of the Austin staff
    Act as a go-between for Austin staff and IT help desk
    Process various IT requests
    Process DealSpace requests as needed
    Process requests to set up new transactions
    Send key documents to Doc Management
    Working with website team and assist with transition website to their department, and process necessary updates
    Only one in office with access to Comms room—assist ITG with various server/network issues
    Project Development
    Assist with landowner research
    i. Researching tax records for landowners within our project areas
    ii. Researching contact information for prospective landowners
    iii. Contacting county clerks & requesting copies of key documents
    iv. Recording contracts with counties
    v. Draft correspondence with landowners
    Assist with RFP responses
    i. Print tabs for dividers
    ii. Request covers from Marketing department, facilitate all correspondence with them
    iii. Assist with printing and organizing
    iv. Create table of contents
    v. Ensure timely delivery of RFP Response packages to correct address
    General Office management
    Operate as information facilitator.
    Responsible for filing all necessary documents either in locked cabinet (for executed contracts) or other file cabinets for basic documents
    Responsible for shredding
    Responsible for general cleanliness of office
    Responsible for assisting with meeting setup-ordering food, making coffee, etc
    Order office supplies from E-Way
    Order kitchen supplies from Aramark
    Purchase additional kitchen/office supplies as needed
    Assist with communication between property management and various departments in NYC pertaining to utility usage, insurance certificates, bill payment, etc

      Current date/time is Wed Oct 17, 2018 8:20 am