Executive Assistant for this International company!

Pacific Coast Staffing has partnered with an international company in the search for an Executive Assistant in their San Francisco branch.

 

General Administrative Duties 

         Assist in day-to-day responsibilities

         Answer phones for partners and transfer calls to either voicemail and/or take messages

         Respond to general as well as industry information requests

         Assist with domestic and international calls; respond and/or route accordingly

         Set up conference calls using AT&T

         Type and proofread all documents (engagement letters, memos, reports etc.)

         Prepare slide presentations (MS PowerPoint) and coordinate project with Reproduction

         Open and sort partners/directors/managers' mail and route as appropriate

         Pitch solicitation mail (only upon instructions from partner, director or manager)

         Check partners/directors/managers' mail for time sensitive documents during their absence and coordinate their delivery

         Keep partner/director/managers calendar so that they can easily be located for urgent or time-sensitive matters

         Process proposals through graphics, submit to Reproduction and courier out to client (most current proposal template should be used)

         Send and receive faxes; inform partners/directors/managers of incoming faxes

         Utilize Notes to send messages on behalf of their partners/directors/managers to the Firm, i.e. independence messages, etc.

         Coordinate UPS and courier mail

         Coordinate off-site meetings including seminars (conference facilities, catering, audio-visual equipment, parking validations etc)

         Set up in-house meetings; coordinate with concierge

         Copy small projects and coordinate large copying projects with reproduction 

         Document retention - sort, file, purge documents; back up documents on diskette if needed

         Assist partners/managers with set up of appropriate client correspondence files

         Prepare  Partners/Directors time and expense report

         Assist with domestic and international travel arrangements using travel services (air, hotel, limo, rental car, visa or passport processing)

         Ensure correspondence conforms to Firm standard formats

         Order firm publication through Lotus Notes database for in-house and external clients

         Assist partner/director/manager in his/her community development role as needed

         If partner/director/manager is new, provide orientation to floor, order supplies, research information and assist as needed to make a smooth transition

  

Accounting/Billing Transactions

 

Global Financial Systems Transactions

         Process draft bill and generate invoice

         Open and close charge WBS codes

         Transfer managers/director/partners responsibility

         Transfer hours between engagements

         Run status reports or other reports (such as A/R or cash receipts) as requested

 

Organization Duties

         Keep track of partners/directors/managers schedule, including contact name & number, if available or another method of reaching them either via Cellular phone or pager number.

         Schedule client, industry and office meetings

         Maintain contact lists through database file, palm pilot etc.

 

Research

         Internet research (stock quotes, Edgar documents, general background search on potential clients)

         Print SEC documents via Knowledge Curve and Edgar

 

 

 

 

 Please send your resume to Pete DeGracia

 Peted@pacificcoastjobs.com

(415) 546-2500