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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
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