Administrative Assistant
San Francisco, California
Schedule internal and external meetings, prepare and clean conference rooms for breakfast/lunch meetings. Coordinated company events (i.e. ballpark tour and catering, misc. catering for office meetings, annual tax lunch planning, and so on).Train new employees on basic administrative tasks.Event planning.Handle all incoming mail, and most outgoing mail for clients and colleagues, including UPS, FedEx, regular USPS, USPS express, certified mail, etc. Downloading, saving, and scanning client statements and tax forms. Tracking client statements and tax forms with various Microsoft Excel spreadsheets. Creating and completing actions through our client data system (Junxure). Handle all receipts and complete our American Express reports and upper management expense reports. Create and keep with kitchen budget and stock. Create introduction presentations from a template for prospective clients, as well as printing, tabbing and binding several copies for in-person meetings. Manage client contracts and agreements, as well as client birthday calendar.Finalizing client quarterly investment reports: saving reports, uploading to client portals, printing cover letter and hole-punch reports, mailing to all ~650 clients. All tax return assembly: printing cover letters and cover page, copying tax forms for client signatures, scanning and saving to client folder, tabbing and binding full return for client, and mailing returns with pre-addressed envelopes for client to send to appropriate tax collector.Office upkeep and cleanliness in reception and communal areas (kitchen, supply room, and all conference rooms). Available to all 44 colleagues for all administrative assistance.
