Las Vegas, Nevada
Administrative Assistant Job Opening in Las Vegas, Nevada - Administrative Assistant
The Firm Public Relations and Marketing is seeking a 30 - 40 hours per week Administrative Assistant extraordinaire with experience and interest in working in a fast-paced and exciting work environment. We are looking for someone organized, who is a great communicator and who enjoys details, planning and project execution. This position is primarily responsible for managing the office and supporting a staff of 11 professionals. This position reports directly to the CEO and Senior Vice President and provides administrative support while maintaining a positive, can-do attitude.
RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO :
Managing the day-to-day operations of the office.
Welcome visitors by greeting them, in person or on the phone, answering all calls and transferring or taking messages.
Negotiates the purchase of office supplies, kitchen supplies, furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
Maintains office supplies and equipment such as Apple computer network, fax machines, copiers, and phone systems.
Prepare daily mail/correspondence, review packages and handle routine correspondence and calendar needs.
Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.
Organize, manage and record all magazine subscriptions.
Deliver check deposits to the bank when needed.
Creates and processes all monthly client invoices and tracks payments.
Tracks and pays vendor invoices.
Works with the payroll company to ensure payroll is handled correctly.
Works with our accounting company to make sure books are correct.
Manage accounts payable and receivables.
Order supplies and materials for various company campaigns, events, etc.
Manage logistics of general interns.
Maintain and update all company operational materials as needed.
Oversee company celebrations and events.
Manage conference room and conference lines.
Prepare conference room for client/guest visits.
Take food orders/pick up lunch as needed.
Coordinate travel arrangements and travel itinerary and portfolio, including venue details and concierge contact.
Coordinate and oversee document production and projects, as requested.
Coordinate in-house meetings, including conference room set-up and clean up, beverage/food, etc.
Maintain client files, contact database and record keeping needs of practice.
Maintain and update personnel files.
Prepare monthly status report for practice.
Prepare project updates and status reports.
Support our social media team with account and administrative needs.
Attend staff meetings and take responsibility for follow-up actions.
Complete all special projects as assigned.
Compute staff timesheets daily.
Review and process all monthly expense reports in a timely manner.
Assisting company president with personal errands and duties.
EDUCATION AND SKILL REQUIRMENTS:
Minimum 2 year of administrative work experience.
in a professional environment.
Associates degree or high school diploma equivalent (GED).
Proficient on Apple computers.
Must be extremely proficient in Microsoft Outlook, Word, Excel, and Quickbooks.
Strong communication, writing and research skills.
Exceptional phone skills.
Excellent organizational and multi-tasking skills.
Able to work on multiple projects at once with the ability to prioritize tasks.
Attention to detail is a must.
Strong ability to solve problems and be resourceful.
Great interpersonal skills.
Takes direction well.
Able to handle any/all confidential information, issues and matters in a sensitive and professional manner.
Able to handle a fast-paced PR environment.
Able to work well under pressure.
Self-starter, able to work independently as well as in groups.
Ability to think independently.
Professional appearance and demeanor.
Positive attitude.
Candidates must have their own reliable transportation, a Southern Nevada resident with a valid Nevada Drivers License and appropriate auto insurance. To apply for the available job opportunity, please submit your resume and a cover letter about why we should hire you.
Job Type: Full-time
Job Location:
Las Vegas, NV
Required education:
High school or equivalent
Required experience:
administrative: 2 years
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