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Administrative Assistant

Company: McGuire Moorman
Location: Austin
Posted on: September 23, 2022

Job Description:

Description:
Job Summary:Administrative Assistant will provide high-level administrative support to executive MML team by performing a diverse set of tasks to ensure that MML and its facilities have the resources needed to operate smoothly and efficiently. The ability to multitask, manage complex schedules, and meet changing deadlines is essential to the position. The key objective is to create order, support productivity, and solve logistical problems for the MML home office. Duties/Responsibilities:Provides high-level administrative support and assistance to Lambert and other assigned leadership staff and departments.Performs clerical and administrative tasks including drafting emails, invoices, reports, spreadsheets, forms and other documents, and conducting or preparing any research that may be required.Coordinates and schedules travel, meetings, and appointments for Lambert and partners as requested. Assists booking travel and stay arrangements for management and executive candidates through coordination with HR, prepares plan logistics and submits expense reports.Organizes fly list on the company jet and communicate itinerary with the team and pilot. Maintains plane calendar & gather receipts.Assists with vehicle inspections, registration, cleaning, and repairs.Maintains filing systems, contact databases, and inventories. Establishes personal working networks with office staff and MML restaurant GMs.Oversees food and beverage deliveries and pick-ups for group meetings when directed, or individuals when schedule requires. Responsible for maintaining and ordering kitchen supplies as needed. Maintain Drink-station/CO2 tank refills.Manages incoming/outgoing mail and shipments, and maintains an organized, clean office environment. Screens all incoming visitors and correspondence and routes accordingly. Oversees the acquisition, distribution, and storage of company supplies and shared support services such as mailing, printing, and copying; security; and cleaning and maintenance.Ensures that buildings, grounds, equipment, and supplies are generally maintained and serviced. Communicate with building manager to facilitate cleaning, repairs, electricians, plumbers, and other professionals; assist with ordering or removing office equipment and furniture; and keep office & lobby plants alive and healthy.Execute expense reports for Lambert McGuire Design credit cards and interact with MML accounting team. Liaise with Lisa Sharp for mail, various paperwork requiring signatures, and mailings. Provide notary service for the office. Maintains storage units and furniture log, including pickups & deliveries.Maintains confidentiality of highly sensitive information. Performs other related duties as assigned.

Requirements:
Required Skills/Abilities: Superb written and verbal communication skills.Strong time-management skills and multitasking ability.Proficient in Microsoft Office, with the aptitude to learn new software and systems.General knowledge of computer software and ability to troubleshoot connectivity issues.Ability to function well in a high-paced and at times stressful environment.Ability to take initiative and a demonstrated desire to continue to improve skills.Comfortable handling confidential information.Physical Requirements:Prolonged periods of sitting at a desk and working on a computer.Must be able to lift up to 15 pounds at times. MML Hospitality is an equal opportunity employer. We do not discriminate based on race, color, religion, national origin, gender, age, marital status, sexual orientation, disability, veteran status, or any other prohibited basis. It is our intention that all qualified applicants be given equal opportunity and that selection decisions be based on job-related factors.PM22PI190478622

Keywords: McGuire Moorman, Austin , Administrative Assistant, Administration, Clerical , Austin, Texas

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