JOB DESCRIPTION SUMMARY
The basic function of the Corporate Executive Assistant is to manage the corporate office and its daily functions while providing assistance to all management and support staff.
The Corporate Executive Assistant reports to the Chairman, COO and Controller. The Corporate Executive Assistant works with and takes direction from other management and supporting staff. There is a premium on such skills as flexibility, communication, understanding, and the ability to resolve occasional conflicting or competing direction.
College degree preferred but will accept experience in lieu of degree.
Must have excellent computer skills including Microsoft Word, Excel, Internet research, make travel arrangements, and type.
Excellent multi-tasker with the ability to troubleshoot and problem solve. Must be flexible.
The Assistant receives from the Chairman, COO and Controller the authority to control his/her operations such as making office and kitchen supply purchases as deemed necessary with limited consent.
RESPONSIBILITIES AND DUTIES
Fulfill the function of receptionist and manage the mail and staff break rooms.
Manage and purchase office supplies.
Process deposits and when requested cash checks.
Assist Chairman with travel and other arrangements.
Prepare and distribute minutes of Management and partners meetings.
Assist the accounting and leasing groups as requested. These might include processing vendor invoices and other payables, correspondence, scanning leases and other tasks.
Perform other tasks as assigned.
ADDITIONAL DETAILED RESPONSIBILITIES AND DUTIES (added by Administrative Assistant)
Pleasantly answer phone calls for the business.
Greet visitors and service vendors.
Morning daily duties include collecting newspapers, checking mail, emptying dishwasher.
Taking inventory of office supplies for the corporate office. Orders office supplies for all ZPI offices (Mount Pleasant and Savannah). Researches for best pricing regularly.
Courier service as required for banking, office supplies, kitchen supplies, lawyer correspondence and items related to the business.
Processes outgoing & incoming UPS Fed Ex, etc. shipments. Monitors postage machine.
Stamps mail throughout the day. Keeps postage stamps at desk and collects and recycles mail money. Sorts and distributes incoming Ziff mail.
Banking which includes processing and depositing all checks payable to ZPI. Gives all receipts to Controller.
Assists Chairman with travel arrangements and itineraries. Keeps records of purchases, travel and other receipts for Chairman in an organized filing system.
Assists Accounts payable daily with opening & processing all utility bills and various other payables. Enters invoices into MRI. Mails checks.
Has use of the company credit card for office purchases. Keeps track of receipts.
Handles maintenance or repairs for copiers, printers in the office. Orders supplies as needed.
Schedules ZPI Management Meetings monthly. Contacts Ziff Properties Staff & brokers of any change of dates each month. Prepares and distributes minutes of each meeting to all ZPI staff. Organizes lunches for the meetings. Makes hotel reservations as needed.
Schedules Partner meetings; types agenda and minutes following the meeting.
Sends out any company wide correspondence as directed by the Chairman and COO.
Updates and maintains property lists, Tax IDs and employee contact sheet.
Mails, emails or faxes requests for W-9’s from tenants.
Kitchen duties include keeping the kitchen stocked with healthy snacks, fruits, drinks and condiments and any kitchen supplies needed. Checks on tidiness of the kitchen and its supplies daily.
Maintains annual shareholders meetings, collects signatures and files.
Feeds fish and maintains food supply.
Assists Leasing department with correspondence for tenants. Copies and scans leases as needed.
Places ads for employment as advised.
Files any items in AP or Leasing files as needed.
Assists all Ziff departments as needed. Other duties and projects as assigned.