Our Plano, TX client is looking for an Administrative Assistant that supports the General Manager and relieves of administrative detail. Works directly with the out-of-state Executive Assistant to assist with any projects related to the General Manager and Plano location. This position is a contract to possible hire opportunity.
Plans the day around assisting with projects that the General Manager
Maintain General Manager’s calendar (schedule meetings) while in the Plano location.
Responsible for setting up interviews for the General Manager Also, communicate with EA on a regular basis with regards to travel plans and relevant meetings or changes.
Handle projects given by General Manager, Executive Assistant and other managers.
Receive all clients and visitors professionally.
Screen calls for General Manager and effectively communicate accurate messages.
Confidentiality – Assure discreet handling of all business and perform to earn full confidence
Track and coordinate all correspondence (approval, budgets, vendors…etc) for the Plano location and in relation to the renovation of location. Prepare correspondence and reports.
File and maintain vendor contracts and all other building related contracts with a copy sent to EA.
Make travel arrangements for General Manager in the absence of the EA. Arrange hotels and car service for General Manager, incoming sales and clients.
Make all travel arrangements for other Plano staff that are not set up to book their own travel. Maintain receipts to be sent to EA for backup on credit card statements.
Prepare monthly Salesforce reports for the regularly scheduled sales calls. Schedule these calls with the assistance of EA and VP of Marketing.
Maintain and update the ACT database with all new contact information: business cards.
Maintain and update Plano phone lists with any changes and/or new employees.
Prepare regular expense reports for the General Manager and send to EA with backup for approval and processing.
Regularly send any receipts for credit card backup to the EA on a regular basis (FedEx – once week).
Arrange and organize lunches for meetings, clients, weekend lunches, monthly BBQs for Plano location.
Immediately communicate to General Manager when management calls or wants to see them.
Maintain and schedule conference room schedule while keeping it organized and supplied with water.
Open, sort, and distribute incoming correspondence, including faxes and mail for General Manager and applicable departments.
Responsible for maintaining organized information and easily accessible files.
Order office and kitchen supplies through purchasing as needed.
Keeper of all keys for Plano location.
Responsible for contacting telecommunications regarding any phone problems.
Responsible for checking invoices or getting a manager’s signature on check requests.
Handle information requests.
Answer phones / Train Receptionist.
3+ years of previous administrative experience
Outstanding communication skills
Strong Microsoft Excel skills
College degree preferred
Please visit us on the web at www.frontlinesourcegroup.com
Equal Opportunity Employer, M/F/V/D. Candidates must have authorization to work in the U.S. Clients will not sponsor visas.
Frontline Source Group™ is one of the fastest growing Information Technology, Accounting, Legal, Human Resources, Administrative, and Clerical staffing and direct hire firms with offices throughout Texas (Arlington, Austin, Dallas, Fort Worth, Plano, Houston Galleria, Lewisville, West Houston, San Antonio, Sugar Land, and The Woodlands), Tennessee (Nashville and Brentwood), and Arizona (Phoenix and Scottsdale).
Frontline specializes in matching top talent with companies for direct, contract, and contract-to-hire placements. We work with clients and candidates in all areas of the United States and Canada.