Executive Administrative Assistant

The administrative assistant is the first person in charge of greeting the customers/ co-workers and vendors by:

• 1. Answering the phone calls
• a. Filtering calls to the appropriate person, when appropriate.
• 2. Greeting guests & reception area
• a. Introduce yourself to people as they walk through the door.
• b. Ask who they come to see.
• c. Call the person they are visiting to make them aware of their arrival.
• d. Offer something to drink.
• e. If you were given previous notice, set up their name on the screen.
• f. Have conference room snacks/drinks ready for visitors (clients, executives, etc.)
• g. Make sure you ask if they need us to order lunch for them.
• h. If the person comes to complete an employment application:
• a. Provide an application depending on the language they prefer (English/ Spanish).
• b. Make sure the application is complete (Good contact number, employment history, signed and date).
• c. Submit applications to HR department.
• i. Assure all visitors that will access the warehouse have the safety vest on.
• 3. Maintain well-kept reception area- free of trash/ old newspapers & magazines.
• 4. Make sure there is always a seat available for all visitors.
• 5. The front TV screens should be turned on every day
• 6. Clean the conference room after visits and meetings.
• 7. If there are guest, add their name to the “Welcome” screen in the lobby

• 1. Maintain stock of:
• a. Coffee/ Coffee filters/ Sugar/ Tea/ Soda/ Napkins/ Paper towels/ Creamer for coffee/ K-cup coffee/ Dish soap/ Cleaning wipes/ Spoons/ Forks
• 2. Put coffee to brew if there is no more and it is before 10 am.
• 3. Keep the office area clean throughout the day. Make sure there is no trash, and the conference room is clean.

• 1. Maintain stock of office supplies:
• a. Copy paper/ Envelopes (private tinting)/ Letter size envelopes/ Pens/ Pencils/ Staplers/ Tape/ Manila folders/ Employee folders/ Binders/ Dividers etc.
• 2. Maintain an inventory and stock of cleaning supplies.
• a. Submit the order for all cleaning and coffee supplies 3-5 days before the end of the month.

• 1. Sort mail, separate mail, by Project Manager, open all letters that contain bills or invoices and send them to the Accounts Payable department.
• 2. Checks received must be scan and deposited to corresponding bank account and email must be sent to the corresponding accounting department.
• 3. Shred confidential paperwork that’s no longer needed.
• 4. Mail any documents requested, including but not limited to, checks.
• 5. Create Fed Ex / USPS shipments
• 6. Check printer/ scan machine and deliver documents to whom they belong and make sure it has paper to print.
• 7. Any other miscellaneous office task may be asked to assist spontaneously .
• 8. Yearly Task:
  By the end of the year files for current year must be placed on boxes to be stored. Boxes must be correctly identified and label.
• 9. Expense reports given must be scanned and submitted to AP department to assure reimbursement.
• 10. When signatures on documents are requested from any other department documents must be printed and scanned back.

• 1. Decide what restaurant you are getting food from.
• 2. Place the order: online/ on the phone/ in person.
• 3. Receive food delivery or pick up food
• 4. There will be occasions when it will be necessary to arrange for food pick up.
• 5. Set the table (divide the lunch and make a note for the staff to identify their meals)
• 6. Make sure the kitchen remains clean.

• 1. Once invoices are scan, some invoices will be paid online.
• 2. If invoices are not received via mail, one must be request invoices from vendor via phone or email.
• 3. Printing checks once a week or as requested
• a. Maintain a record on file for all checks and submit all checks to Accounting department.
• b. Make sure all checks have been previously authorized. If not, authorization must be requested.
• c. Check back up copies must be filed.
• 4. At times, assistance for accounting to request banking information for vendors to process payment of invoices.
• 5. Credit card statements must be scanned and uploaded to accounting server after will have to be filed.
• 6. Bank statements must be scanned and uploaded after will also be filed.
• 7. Once…