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Director’s Assistant
Ref No.: 18-02220
Location: Fresno, California
Start Date: 03/13/2018
·         Calendaring, Scheduling & Meeting Logistics: Manage and prioritize calendar for Sr. Director and Director. Arrange ongoing/recurring as well as ad hoc meetings and conference calls. Schedule conference rooms and set up audio visual tools.
·         Coordinate and ensure meeting logistics are in place.
·         Reschedule appointments.
·         Greet and escort external parties to scheduled meetings.
·         Written & Oral Correspondence: Compose, proofread, edit, and format written correspondence, agendas, and documents for signature. Assist with phones, phone screening, oral contacts, and communications, take phone messages.
·         Utilize polished professionalism and communication skills while serving as liaison on behalf of the leader or department.
·         Refer / Delegate / Track Questions, Actions & Issues: Refer or delegate business issues or questions to others for resolution on behalf of leader or team.
·         Follow up to ensure issue or question status and resolution. Track action items using a follow-up system, communicate and report on status.
·         Documentation, Records Management & Filing: Prepare or assist in preparing documents, reports, presentations, meeting materials, documents for signature.
·         Prepare copies, arrange materials.
·         Process, distribute mail.
·         Maintain a records management system, including efficient filing system, document storage.
·         Coordinate Travel & Events: Handle all travel-related aspects for individuals and groups.
·         Arranging conference facilities, catering. Manage logistics for travel, group and events arrangements.
·         Audit/monitor for adherence to corporate travel guidelines.
·         Office Supplies & Equipment Ordering: Order and maintain an inventory of items required.
·         Order new equipment or schedule, service / maintenance. Order supplies.
·         Prepare Invoices, Purchase Orders, Expense Reports: Assist with processing of invoices, purchase orders/requisitions, and expense reports.
·         Manage commercial card usage and reconciliation of statements.
·         HR, Safety, Compliance Training, Building & Asset Related Tasks: Handle HR-related administrative tasks including time reporting, pay planning, performance management, organization change requests (OCRs), personnel change requests
·         (PCRs), pay change requests, rewards and recognition forms, organization chart updates, emergency lists. Order LAN ID and assets for new hires.
·         Monitor & track staff participation in required training, reading or action including safety and compliance.
·         Complete building services requests.
·         Handle all aspects of new employee on-boarding.
·         Create Presentations: Create, assemble, modify, proofread presentations, spreadsheets, reports.
·         Backup Other Administrative Assistants: Backup and support to other Assistants as required.