The Executive Assistant is responsible for providing administrative support to one or more executives, performing day-to-day tasks such as coordinating diaries, preparing materials for meetings, organizing and managing data, and serving as a liaison with other departments. A valuable asset to the executive team, the Executive Assistant is expected to communicate effectively, display a strong sense of professionalism, resourcefulness, and the highest degree of confidentiality.
- Primary support for the West Offices
- Including all the associated assigned tasks
- Office spreadsheet data (Teams)
- Act as liaison between FM and landlords re: payments, etc.
- Supplier onboarding process
- Supplier invoicing and follow-up
- PO creation as needed
- Occupancy Reporting for West
- Review and distribute weekly West Occupancy Report
- Sustainability Reporting for West
- Data collection site utility invoices for the West offices and enter into the West Region spreadsheet
- Parking and Storage for all West Offices
- Data collection of site parking and storage costs and enter in the West Region spreadsheet
- Submit ZAP forms
- Iron Mountain for Americas
- Code and/or ensure all invoices are set up with proper regional PO number in Coupa and process via Coupa
- Safety Incident Reporting
- Maintain the Safety Incident Reporting spreadsheet on a monthly basis for the RFM’s to enter follow up notes
