Floater Executive Assistant*

  • Company: R R Donnelley
  • Location: New York, New York
  • Posted: September 21, 2016
  • Reference ID: 204781

• Supports a Senior/high profile individual or a team in terms of general office related and administrative duties such as monitoring and ordering standard office supplies; collating and assembling documents; accepting and delivering interoffice correspondence and reports.
• May also attend meetings and take and distribute minutes; schedule appointments and maintain manager's calendars; screen calls and visitors
• Coordinate all aspects of travel, inclusive of flights (global and domestic), hotels, and ground transportation
• Prepare and submit expense reports / reconcile payments with corporate card
• Phone coverage and take detailed messages, respond to inquiries on behalf of manager as appropriate
• Coordinate meetings (calendar management for global time zones) inclusive of conference rooms, catering, audio/multi-media set up
• Process check requests for payment of invoices as needed
• Troubleshoot desktop, printers, blackberry, and other mobile electronics
• Provide backup support for colleagues during vacation/sick days, and assist their executives as needed
• Manage sending and receipt of mail / Sort and distribute incoming mail
• Prepare and mail all US/UPS/Fed Ex packages
• Order office supplies
• Oversee all administrative aspects of seminars including registrations, confirmations, certificates, badges
• Assist with visitor passes
• Archive - Inventory and track off-site storage
• May be called upon to assist with special projects

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