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©2017 by ServeVita Holdings LLC.

Administrative Assistant

Job Description

Diversified responsibilities including but not limited to resolving priorities in a constantly changing, fast paced environment. Manage executive outlook calendar, manage conference rooms, arrange meetings, arrange international/domestic travel arrangements; process executive expenses, create and update presentations, and general office duties. Interface with all levels of internal/external management while balancing workload prioritization sometimes with short deadline turnarounds. Work independently in preparing correspondence, letters, and reports. Provide administrative review of documents. Use personal initiative to formalize processes and streamline operations. Interact with all levels of client, and company team members. Prefer individual that is highly advanced in Microsoft Office applications such as Power Point, Word, and Excel.

Responsibilities 

  • Meet daily with executive to review outlook calendar, Asana task list, required upcoming meeting prep, project requirements.

  • Enter executive billable time into time sheet.

  • Process executive expenses

  • Arrange Team meetings, make food arrangements.

  • Manage executive outlook calendar, send meeting and appointment requests.

  • Attend meetings as required, record meeting minutes and create action item tasks, conduct follow-up on action items.

  • Review Asana team member daily status updates for executive action items, provide leadership summary and review of Asana projects.

  • Enter time sheets for consultants into Unit4 time system on a weekly basis.

  • Manage Administrative HR / Operational processes to ensure tasks are completed by assigned personnel.

  • Work with ERP manager to complete new client set-up

  • Prepare proposals

  • Arrange travel for all team members

  • Generate weekly reports for management

  • Provide administrative support for all projects/team members

  • Track PTO for all team members

  • General office duties

    • Supply ordering

    • Equipment management

    • Arrange and sign for deliveries

  • Supervise New Employee processes

    • Weekly timesheet administration

    • Expense process

    • Billing process

Qualifications & Abilities

  • Must be proficient in Microsoft Office Suite applications.

  • Requires excellent verbal and written communication skills.

  • Requires excellent analytical ability, attention to detail, and proven ability to work independently and in teams.

  • Strong organizational and time management skill.

  • Able to set and meet deadlines and prioritize projects with minimal supervision

  • Ability to discreetly handle sensitive information

  • Willingness to participate in and/or lead coordination of events

  • Strong ability to anticipate, to be proactive and be a forward thinker

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