Executive Administrative Assistant

Responsibilities

• Serve as the first point of contact for customers, coworkers, and vendors:
  • Answer and filter phone calls to the appropriate person.
  • Greet guests in the reception area, introduce yourself, and notify the person they are visiting of their arrival.
  • Offer visitors beverages and, if pre-arranged, display their name on the lobby screen.
  • Prepare conference room snacks/drinks for visitors and ask if they need lunch ordered.
• Assist employment applicants:
  • Provide applications in English or Spanish.
  • Ensure applications are complete (contact information, employment history, signature, and date).
  • Submit completed applications to the HR department.
• Ensure visitor safety and maintain the reception area:
  • Confirm all warehouse visitors wear safety vests.
  • Keep the reception area clean, free of trash, and stocked with available seating.
  • Turn on front TV screens daily.
  • Clean the conference room after visits and meetings.
  • Add guest names to the lobby "Welcome" screen.
• Maintain the breakroom and coffee bar:
  • Stock coffee, coffee filters, sugar, tea, soda, napkins, paper towels, creamer, K-cup coffee, dish soap, cleaning wipes, spoons, and forks.
  • Brew coffee before 10 AM if needed.
  • Keep the office and kitchen areas clean throughout the day.
• Manage the supply room:
  • Maintain inventory of office supplies (copy paper, envelopes, pens, pencils, staplers, tape, folders, binders, dividers, etc.).
  • Track and restock cleaning supplies.
  • Submit orders for cleaning and coffee supplies 3-5 days before the end of the month.
• Provide clerical support:
  • Sort and distribute mail, forwarding bills/invoices to Accounts Payable.
  • Scan and deposit checks, notifying the accounting department.
  • Shred confidential paperwork.
  • Mail documents as requested, including checks.
  • Create FedEx/USPS shipments.
  • Maintain printers/scanners, ensuring they have paper and delivering documents to the correct recipients.
  • Assist with miscellaneous office tasks as needed.
• Perform yearly tasks:
  • Box and label current-year files for storage.
  • Scan and submit expense reports to Accounts Payable for reimbursement.
  • Print, obtain signatures for, and scan back documents as requested by other departments.
• Coordinate lunch orders:
  • Decide on restaurants and place orders online, by phone, or in person.
  • Receive or pick up food deliveries.
  • Set up the table, divide meals, and label them for staff.
  • Ensure the kitchen remains clean.
• Assist with accounting tasks:
  • Pay invoices online after scanning.
  • Request invoices from vendors if not received via mail.
  • Print checks weekly or as requested and maintain records for all checks.
  • Submit checks to the Accounting department and ensure they are pre-authorized.
  • File backup copies of checks.
  • Assist in requesting banking information for vendors to process payments.
  • Scan and upload credit card statements and bank statements to the accounting server, then file them.
  • Mail signed checks and reorder checks when running low (allowing 3 months for custom orders).
  • Oversee loan checks to ensure timely payment.
• Support HR and payroll processes:
  • Process payroll according to schedule, incorporating changes/modifications from HR.
  • Separate client payroll from IMS payroll using Excel and submit to the CXC department for invoicing.
  • Upload paystubs to the HR server by department.
  • File payroll sheets and PTO worksheets in the payroll binder.
  • Distribute physical paystubs to HR by Friday morning or upon arrival.
  • Request funds from the treasurer department per entity as needed.
  • Manage medical insurance monthly:
    • Retrieve medical invoices for employees from the portal.
    • Sort invoices in Excel by customer and entity.
    • Submit expenses to the corresponding accounting departments (TTS, TCS, Tecma Baja, TIA, Tecma Baja OP, IMS, Accounts Receivable).
    • Submit funds to the treasurer department on schedule to ensure timely payments.
    • Pay medical invoices online once all processes are complete.