Our Plano, TX client is seeking an Administrative Assistant on a contract to possible hire basis. 

Supports the General Manager in administrative detail.  Works directly with Executive Assistant in Los Angeles to assist with any projects related to the General Manager and Plano location.

Essential Duties and Responsibilities

  • Plans the day around assisting with projects that the General Manager has as a priority.
  • Maintain General Manager’s calendar (schedule meetings) while in the Plano location.
  • Responsible for setting up interviews for the General Manager
  • 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. Notify security of any client visits. Greet all of General Manager’s guests in lobby and bring them back to be announced.
  • 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.
  • 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 Executive Team calls or needs to schedule a meeting.
  • Maintain and schedule conference room schedule. Keep 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.
  • Other duties may be assigned.

Requirements:

  • At least 3-5 years experience as an Executive Assistant or relevant work at an Executive level.
  • Confidence in his/her ability to solve problems
  • Personable and able to adhere to various personalities
  • Ability to work independently without supervision
  • Good communication skills. This will be essential to work as part of the team with the General Manager and Executive Assistant.
  • Down to earth and genuine
  • Thinks logically and outside of the box
  • “Gets the job done attitude and rolls with the punches.”
  • Organizational skills
  • Ability to multi-task
  • Willing to take on any task
  • Ability to work late hours if need be
  • Quick learner/catches on fast
  • Not afraid to ask questions
  • Should be able to type 40wpm

Software:

  • Advanced/Intermediate skills in all MS Office (Word, Excel, PowerPoint)

Please visit us on the web at www.frontlinesourcegroup.com

 

INTERESTED? CLICK HERE TO APPLY!

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, Tennessee, and Arizona, with locations in: Austin, Dallas, Fort Worth, Plano, Houston, Sugar Land, The Woodlands, Nashville, and Phoenix.

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.

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