Office Manager Executive Assistant
Description:
Job Description
Office Administrator
Morning/Start of shift:
Open office
Complete checklist
Check email
Check calendar, prepare for any visitors/meetings
Make coffee in kitchen near Executive Conference Room (8-10 cup batch)
Unload dishwasher and put dishes away
Replenish snacks
NetSuite: Personal timecard and check PTO list to add on appropriate calendars
End of shift:
Walk thru (checking all doors)
Load dishwasher
Replenish snacks, paper towels etc.
Complete checklist
Set alarm if last person, if not last person and Mark or Harold are gone close both doors that lead to each side of the office
Daily:
NetSuite: Daily timesheet
Trash pick up 9:30am-10am
Stay up to date on BD & Executive conference rooms
Approve calendar requests (reschedule/cancel as needed)
Calendar requests
Check inventory on snacks
Spot clean entire office throughout the day
Make more coffee if needed (low before 10/10:30am)
Receive orders, unpack and properly place trash in suitable bins
Ensure any guests are checked in properly and given a badge. Main doors in front remain closed while I visitor is in the office
Process any invoices that come via email
Weekly:
Spot clean refrigerators
Spot clean Gene, Barry and Mark's offices
Building vacuum typically comes on Tuesday morning
Order amazon every week to 2 weeks (order history will show past orders and quantities)
Check mail and sort giving Barry what is not trash
Monthly:
Water gets delivered typically first Tuesday of the month around 9a-10a (He will drop off half in back storage room and other half in kitchen near Executive Conference Room. He will take empty containers)
Order parking passes as needed on Colonial Parking
*Additional tasks/requests as they come
Notes:
Slack: Tech Team
Teams: Everyone
NetSuite for timesheets, PTO list and invoicing
TriNet for pay/benefits
Vistaprint for cards (do not have login)
Amazon for snacks/supplies (John or Barry will set up)
Worldtravel __
Colonial for parking passes
Guest WIFI: innov@tion475
Swiped On for check in kiosk
Concur for expenses
Concur-World Travel:
VIP: Gene, AM, Mark and John
Gene
Drinks: Fresca Citrus, Vitamin Water Acai blackberry pomegranate, Pure leaf unsweetened tea
Likes: Raw salmon, steak, shrimp
Dislikes: Cooked salmon, chicken, spicy
Honeygrow Order:
Stir fry w/ kale double shrimp, double broccoli, edamame, corn, snow peas, pineapple (sometimes), bell pepper or mushroom (usually on a rainy day)
Side of brown rice
Sweet soy sauce plus extra sauce on side
Poke Order:
Base: Sushi rice, zucchini noodles and spring mix
3 protein: Either (2 lemon ponzu salmon & 1 shrimp, 2 lemon ponzu salmon & 1 tuna OR 1 salmon & 2 shrimp)
Toppings: Mango or pineapple, carrots, pickled ginger, pickled radish, corn, edamame, cucumber. A little sesame seeds.
Sauces: Ponzu on top x1 & A small amount of eel sauce on top
Plus: 2 ponzu on side and 1 eel on the side)
Schedule: Arrives 7-8o'clock hour and lunch 11:30a-12p
Mark
*Always ask for title for meetings (ex. 4.25 update or Data science)
Calendar: 11a-3p is his time so keep blocked off
He likes to work in blocks (semi back-to-back)
Try not to schedule right after Weekly Executive or Weekly IO
Tuesdays: 1p OIO Development
Wednesdays: 2 meetings 3p-3:30p & 3:30p-4p
Invite Mark Office on all events just in case he needs to teams, he uses teams a lot
Prefers the executive conference room
Barry
Open mail and give to Barry
Scan/shred as needed
Assist with invoices
AM
Flower Child Order: Ginger miso w/ shrimp
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.