Executive Secretary/ Executive Administrative Assistant #701375 - MORAL IMPACT STAFFING LLC
Miami, FL 33128
About the Job
Complete Description:
Respond to all customer inquiries within two hours and process all customer orders within 24 hours. Email order confirmations to customers within 24 hours.
Complete Requests for Approval (RPA) for all new requests received
Manage and maintain the Dade County Ricoh account copier/fax repair and maintenance with TGI
Coordinates and schedules all the turn-ins to the ISD County Store.
Assist with the glass top request for courtrooms and judge's chambers. Requesting quotes from vendor, organize and schedule all the moves
Manage the Dade County Telecommunication account. Assist the end users with cellular phone request such as new phones, air cards, replacements, and other phone accessories required
Assist with the judicial rotations. Moving judges and staffs to different court location with within the Dade County
Manage the Dade County Nestle Waters account by assisting the Client's staff with their request. For example, requesting bottles water and water coolers from the vendor for our end users
Assist our Judges and Directors with their publication request. For example, contacting the vendors to provide access or to reset the end users online account to the FLW, DBR. Ordering books from LexisNexis, James Publishing and the Florida Bar. Renewing the Miami Herald Subscription, West publishing etc
Obtain quotes for all purchases. Receive invoices and match them to the Purchase Orders for payment. Research invoices and payment of invoices
Manage the Dade County Uniform Account and the Judicial robes accounts. Request approval to purchase new judicial robes for new and current judges. Provide letters to the bailiffs and the court security monitors to obtain their uniforms. Requesting repairs and dry-cleaning services for the judicial robes and bailiffs' uniforms.
Using the State MFMP computer program and various tools create PO's, monitoring processed invoices, using the Works system to process and to reconcile the pending P-Card transactions.
Keep track of the encumbrances report to monitor the balances of my POs for the fiscal year. This involves tracking present orders and requesting additional dollars or liquidation dollars that are no longer needed.
- Serve as the primary point of contact for senior leadership and external clients on all matters pertaining to the assigned executive, including those of a highly confidential or critical nature.
- Prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect assigned executive’s style and approach.
- Manage and maintain complex calendars– schedule internal/external meetings, appointments, conference calls, and travel arrangements (air/ground travel, accommodations, etc.).
- Complete a broad variety of tasks that facilitate the assigned executive’s ability to effectively lead the team, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information.
- Conduct research, compile data, and prepare comparisons for product/service consideration.
- Provide support and assistance with event planning for department and national initiatives.
- Prioritize and provide high-level project management for multiple projects simultaneously with a focus on driving department progress against the strategic plan.
- Manage, track and report on the status of projects while working with multiple departments.
- Manage department expenses and invoicing.
- Recognize and appropriately handle highly sensitive and confidential material.
- 3-5 years’ experience in high level administrative assistant roles with executive team support experience; preferably in property management
- Microsoft Office Suite; Outlook, MS Word, PowerPoint, and Excel (intermediate)
Source : MORAL IMPACT STAFFING LLC
