Administrative Assistant

Location: San Francisco
Posted on: November 11, 2024

Job Description:

Looking for an Executive Assistant to perform administrative duties for high level executives, upper management and other personnel. Responsibilities may include:

Job Duties for the Administrative Assistant:

? Answers telephones and directs the caller to the appropriate individual and/or voicemail; takes and retrieves messages for various individuals

? Greets and directs visitors to appropriate individuals within the Company

? Provides callers with information such as company address, directions to the company location, company fax numbers, company website and other related information.

? Receives sorts and forwards incoming mail; maintains and routes publications.

? Coordinates pickup and delivery of express mail services (FedEx, UPS, etc.)

? Responsible for monitoring of office supply inventory; assists in ordering, receiving, stocking and distribution of office supplies

? Assists with other related clerical duties such as photocopying, faxing, filing, collating, scanning, etc.

? Establishes, develops, maintains, and updates electronic and hard copy filing system for the Company; retrieves information from files when needed

? Establishes, develops, maintains and updates library of trade journals and magazines; responsible for development of retention policy of such materials.

? Responsible for preparation and modification of documents including correspondence, reports, drafts, memos and emails.

? Coordinate maintenance of office equipment; develop and maintain appropriate relationships with service vendors

? Preparation and maintenance of bills, invoices, and related reports in accordance with Company billing policy.

? Ensure timely deposit of checks and other monies into Company bank account; record all deposits against respective Accounts Receivables.

? Prepare all vendor bills for payment in a manner that assures timely payment of such invoices; assist in resolution of vendor billing issues

? Manages final tax return filing process including assembly, transmittal letters, mailing, obtaining appropriate e file authorization signatures, checking e file acceptance status, checking totals and math inconsistencies for Capital Gains and Transmittal letters as needed, assuring appropriate attachments are made for file copies, etc.

? Preparation of Quarterly Payroll Reports for clients for which the Company prepares payroll

? Assist in bookkeeping work as requested by Company

? Responsible for the data entry for W-2?s. 1099 INT, 1099DIV,1099R, 1099 MISC, K-1?s and other federal standard forms, as appropriate for tax returns.

We are an equal employment opportunity employer and will consider all qualified candidates without regard to disability or protected veteran status.

Keywords: , Palo Alto , Administrative Assistant, Administration, Clerical , San Francisco, California