Executive Administrative Assistant

PROTEIN MANAGEMENT GROUP•Oklahoma City, OK

1d•Onsite

About The Position

ESSENTIAL DUTIES AND RESPONSIBILITIES. Other duties may be assigned. Receive all guests and employees, answer phone calls, manage cold call solicitors, receive packages and distribute them accordingly. Place all work orders with building maintenance through the Portal for issues with overhead lights, leaky faucets, malfunctioning bathroom equipment, elevator mishaps, air flow and temp issues, etc. and request building key fobs for new employees from IBC management as well as process all paperwork with Management for anyone who wants access to building gym. Retrieve and distribute mail – including scanning all workers comp claims, wage garnishments, etc that come to corporate and email the scans to the correct plant’s HR team for processing. Process tag renewals for company vehicles every month for accounting, take check and all docs to tag agency once a month to get new tags for vehicles – can’t be done on line because of our fleet insurance. Hand stamp checks on Thursday afternoons for accounting’s check run for all 5 entities – approx. 350 checks. Do bank deposits for Accounts Receivable – deposit slips, scan everything with backup and email for approval, do online deposit with JP Morgan equipment at desk. Quarterly tax mailings for 5 entities (20 mailings with forms) as well as the executives via certified return receipt slips and take to the post office for round date stamping. And quarterly check mailing via UPS – physically take to UPS Store for receipt/proof of receipt. Create POs in EAM for all corporate departments and corporate employees (even if they’re off site like MBU, Purchasing, Field Service) - ordering items from vendor and process receipt in EAM and in CO0 folder for payment. Order all supplies from Amazon for all corporate employees, such as MBU, Field Service, Purchasing, via PO and process receipt. Keep south kitchen as orderly as possible, run dishwasher, fix the ice machine when it acts up, hand wash knives, do cleaning and maintenance on espresso machine and Keurig machine, etc. Order and stock all supplies for south kitchen and north supply room – create POs and process receipt for any orders from vendors who require POs, i.e. Amazon, Sundance – and daily stock fridge, candy bowl, creamers, utensils, paper plates, etc. Process month end Journal Entries through Orbit for Corporate Accounting – upload and record numbers on batchcons, and sometimes create the upload from the original file, as well as trouble shoot all formatting and mathematical errors – approx. 250 entries every month during the week of closing. Book travel for special groups as needed. Training on how to book in AmTrav for the travel coordinators at the plant level, as well as how to process those receipts in Emburse. Create InstaCards for travelers w/o company credit cards and manage their compliance. Serve as corporate acct’s backup on training/coding/fielding questions from other travel coordinators and end users. Stocking the north kitchen.

Requirements

High School Diploma or GED required.
Minimum of 3–5 years of administrative support experience, preferably supporting senior leadership.
Strong organizational, communication, and Microsoft Office skills required.
Ability to manage confidential information and coordinate multiple priorities in a fast-paced environment.
3–5 years of administrative experience
2+ years supporting senior leadership, executives, or department heads preferred
Experience managing: Complex calendars, Travel coordination and expense management, Meeting scheduling and logistics, Confidential information

Responsibilities

Receive guests and employees, answer calls, manage solicitors, receive/distribute packages.
Place work orders for building maintenance.
Request building key fobs and process gym access paperwork.
Retrieve/distribute mail, scan workers comp claims and wage garnishments.
Process tag renewals for company vehicles.
Hand stamp checks for accounting.
Do bank deposits for Accounts Receivable.
Handle quarterly tax mailings and check mailing via UPS.
Create POs in EAM for corporate departments and employees.
Order supplies from Amazon for corporate employees.
Maintain south kitchen, including appliances and supplies.
Stock south kitchen and north supply room.
Process month end Journal Entries through Orbit for Corporate Accounting.
Book travel for special groups.
Train travel coordinators on AmTrav and Emburse.
Create InstaCards for travelers and manage compliance.
Serve as corporate account's backup on travel-related inquiries.
Stock the north kitchen.