General Office Assistant, Code: #131

Key Tasks And Responsibilities

• Answer/direct general phone and email inquiries using professional and courteous manner.
• Aid in the enforcement of specific security access, such as issuing badge access to vendors/visitors/employees.
• Provide escort to external persons requiring access.
• Greet clients, vendors, suppliers, board members and general visitors in a professional and friendly manner.
• Personal Assistance and support to CEO/COO with errands, calendar, tasks as requested.
• Coordinate overall administrative activities for the company.
• Use computer word processing, spreadsheet and database software to prepare reports, memos and documents.
• Collect, sort and distribute incoming mail, faxes and courier/vendor deliveries.
• Order, receive, stock, and store office supplies, kitchen supplies, and cleaning supplies in appropriate quantity to ensure availability as needed.
• Direct and collaborate Facility Services with contracted suppliers, (cleaning team, maintenance, coffee vendor).
• Provide administrative support to C Level executives, management and vendors in a professional and positive manner.
• Support meetings and events; make travel arrangements, order/delivery/pick-up food and provide personal assistance as needed.
• Manage and direct a wide range of company special projects and events as requested by executive team.
• Prepare and produce reports, memos and accurate documentation.
• Code, process, secure and file financial records according to established process to ensure confidentiality at all times.
• Create and process invoices, accounts payable and receivable, ensuring accuracy, timeliness and precision with payments.
• Identify and report deviations in payments, client credit card activity, billing deficiencies etc. to Controller/CFO for escalated action.
• Prepare accurate and timely bank reconciliations, reports and deposits.
• Secure proper usage of company provided credit card; provide CFO adequate documentation (receipts) and prior approval when necessary for expenditures.
• Other duties as appropriate and requested.