Post:Administrative-Assistant
Organization:The Petroleum Experts
Location:Gainesville, GA (7234201)
Position Summary
The administrative assistant is responsible for providing full administrative assistance to directors and executives at Mansfield Energy and subsidiaries.
Core Responsibilities
General Administrative Assistance
- Typing, dictation processing, and filing of all documents, memos, and notes as needed for designated executives
- Provide switchboard coverage as needed
- Arrange for meals and related materials as needed for executives, vice presidents, and directors, guests, training, and customer meetings
- Ensure building is clean for guests and report areas for cleaning as needed
- Check executives voice mailboxes as needed and take any appropriate actions
- Maintain office supplies as needed for the company
- Process mail as needed for designated executives
- Greet guests as they arrive and escort them to meetings
- Assist executives with personal tasks as needed
- Participate in preparation of company events
- Maintain executive contact lists
- Prepare all reports, notes, etc. for executives to have prior to attending routine meetings.
- Email management for executives
- Obtain and file monthly reports
- Obtain and file monthly financial reports and prepare for P&L meetings
Travel & Expense Management
- Plan and process all travel as needed for executives as well as other leaders
- Register executives and others for industry events and create travel plans
- Teach others how to use the travel system as needed
- Process check requests for company expenses to be paid to vendors
- Verify executive direct report expense reports
- Create executive and director expense reports for submission
- Perform executive credit card reconciliation
- Process expense reports and approve executive’s direct report’s expenses.
- Enter and maintain all travel rewards programs in executive’s travel profiles
Calendar Management
- Manage executive calendars and schedules
- Manage meeting room calendar and reserve rooms as requested
- Schedule business and personal appointments for executives
- Maintain master calendar
- Schedule personal appointments as well as business
- Create all meeting requests
- Accept or decline meeting requests sent to executives
Others Duties as Assigned
Requirements
Essential
- Five or more years of executive support experience
- Strong Microsoft Excel, Word, and Outlook experience
- Minimum of 55 wpm typing skill
- Strong organizational and time management skills
- Detail oriented
- Ability to multi-task and be flexible
- Strong verbal and written communication skills
- Ability to resolve conflict quickly and productively
Desirable
QuickBooks experience in A/P, Payroll, Payroll Taxes, and Bank Reconciliation a plus for this position. (On-line version of QuickBooks is an additional value).
Location: Gainesville, GA
How to Apply
http://www.mansfieldoil.com/index.php/jobs/775-administrative-assistant-gainesville-ga-7234201