Administrative Assistant

Order Type : Temp

The job would last a minimum of 8 weeks, depending on how quickly we find someone. We are hoping to have someone here for a couple/few weeks before she leaves. So it could be a solid 3 months of work for someone. Performs administrative and office support activities for executive management personnel. Duties include fielding phone calls, receiving and directing visitors, word processing, excel spreadsheets, filing, faxing, internet research, making travel and meeting arrangements, preparing reports, incoming and outgoing mail and order office supplies. Also assist with Accounts Payable and Payroll duties. JOB RESPONSIBILITIES MAY INCLUDE: • Receive, open, stamp and distribute all incoming mail. • Prepare all outgoing mail then take to the area post office to drop off after work each day. • Copy all incoming vendor checks and file; then mail the checks to the "Bin". • Complete "Shipping/Mailing" form and arrange for shipments via Fed-S or UPS for executives. • Manage, monitor and maintain confidentiality of the office and administration personnel files. • Greet and direct guests that are detected via an on-screen webcam. Manage lobby message board. • Review employee expense reports for accuracy, (and arrange for correction if needed) before submitting for approval. • Create, edit, and proof-read letters and other word documents as well as excel spreadsheets for sales team and executives. Also send faxes, make calls, make copies, place orders, etc., as needed for these team members. • Maintain inventory, prepare purchase orders and order office supplies for office and plant including bottled water, coffee service and cleaning company. Also order flowers for funerals and hospitalization too. Assist with orders for promotional sales items and safety award items and assist with catering arrangements. • Help with travel arrangements and reconcile travel receipts with AMEX statement. Maintain relationship with local hotel administrators and utilize when needed for meetings or accommodations are required. • Notary. Usually just notarize garnishment requests on occasion. • Christmas cards and Customer Satisfaction Surveys- compile lists, address envelopes, distribute to staff, re-acquire and then mail. • Maintain sales team vacation schedule and monthly updates to the Pulp and Paper Spreadsheet. • Keep track of the "spare" keys and the library of books and publications available in the office. • United Way fundraiser organizer: meet with local campaign representative and send out charity requests. • Pick-up donuts or snacks for special meetings in the conference room and make sure the ice box has plenty of beverages. Also keep a calendar available in the conference room to schedule meeting times. • Assist Accounts Payable by keying invoices - usually on Mondays and Thursdays. Also read back payables daily and maintain a filing system for all payables. • Help with "payroll" keying from time sheets when Accounts Payable and/or Receivable are on vacation. • Participate in the company "Emergency Response Team" training program.