Regional Office Global Practice Administrative Assistant

Burns & Mcdonnell Brea , CA 92821

Posted 6 months ago

Supports executives and upper management in the regional global practice with the following duties:

  • Manage outlook calendar, meetings and invites;

  • Set up internal or external meetings/lunch's/dinner's with clients, vendors, and employees;

  • Development and organization of Regional Office Global Practice-wide meetings;

  • Create and manage organizational charts;

  • Organize strategic meetings and prepare the agenda;

  • Manage strategic action Item list and follow up with pending items;

  • Organize and prepare materials (presentations) meetings; This includes: Reserving conference rooms and sending invitations

Creating and setting up the presentation

Ordering refreshments (if applicable)

Taking meeting minutes as requested

  • Organize and prepare monthly and quarterly reports, presentations, and compile information as support to management meetings;

  • Manage sales data information and compile it into an Excel file bi-annually;

  • Compile financial reporting data and information for the global practice

  • Prepare communications to employees;

  • Interface with employees/clients on behalf of the management team;

  • Prepare and arrange holiday gift arrangements:

Ordering gifts (calendars, shirts, etc.);

Shipping the gifts

Managing the effort via a spreadsheet

  • Manage holiday card signatures and routing; Act as main point of contact (screen and correctly route all incoming calls) for management team;

  • Edit outgoing communications;

  • Manage expense reports for Principal's and Executives;

  • Assist with travel arrangements for Principal's and Executives;

  • Maintain and update contacts in Outlook and CRM;

  • Assisting with general administrative duties as needed and all other duties as assigned.

Operational duties, including but not limited to:

  • Working with managers to determine seating for employees

  • Communicating seating information to the local office administration team

  • Working with managers for group moves

  • Routing documents for signature approvals

  • Regional Global Practice administrative point of contact for Office Administrator

  • High School Diploma or equivalent.

  • Minimum five years office/clerical experience.

  • Construction background preferred

  • Must be proficient in Microsoft Word, PowerPoint, and Excel, familiarity with other Microsoft office applications is desirable.

  • Knowledge of SharePoint and CRM (or an interfacing Contact Project) is a plus.

  • Excellent organization skills, attention to detail, communication skills and ability to handle multiple tasks.

  • Some college coursework preferred.


icon no score

See how you match
to the job

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Business Office Director PartTime (SunTues)

Oakmont Management Group

Posted 2 days ago

VIEW JOBS 10/18/2019 12:00:00 AM 2020-01-16T00:00 Business Office Assistant Part-Time Capriana is an exclusive Oakmont Senior Living Community located in Brea, California. Its namesake, Capriana, Italy, is a small village located on a natural terrace in the mountains of the province of Trento, in Northeastern Italy. Inspired by the beauty and intimate sense of community of its Italian counterpart, Capriana is designed to take advantage of the temperate climate and sweeping views of its Southern California location in the foothills of Northern Orange County. The first of its kind in the Brea/Orange County Area, Capriana is a continuing care retirement community offering the highest level of service imaginable. The Business Office Assistant is responsible for the accounts receivable and accounts payable functions in accordance with Community policies and procedures, current standards, guidelines, and regulations. Why you should choose a career with Oakmont: * 401k Retirement Plan & Life Insurance * Medical, Dental and Vision benefits * Vacation, Personal Day, Sick Pay, Holidays * Student Loan Refinancing * Pet Insurance * LifeCare, Employee Assistance Program * Emergency Family Fund * Career Growth, Relocation and Travel Opportunities Responsibilities: * Assist with all accounting functions in the Business Office, including but not limited to deposits, daily census, accounts receivable/collections, accounts payable, and management reports. * Assist with all accounts receivable functions including posting charges to the residents account, sending resident billing invoices, posting payments to residents accounts, make bank deposits and ensuring that resident accounts are up to date and paid in a timely manner. * Assist with all accounts payable functions including, coding invoices, entering invoices into the system, following up with vendors regarding past due balances, etc. * Assist with monitoring the compliance of each Departments budget through the Monthly Spend Downs * Secure, maintain and update Certificates of Insurance for all community vendors. * Maintain all non-care related components of the residents files. All files must be kept current. * Maintain confidentiality in all areas of work responsibility, including but not limited to, employee and resident information. * Serve as a back-up to the Human Resources and Payroll Assistant with regards to payroll functions, including but not limited to transmitting payroll information to independent firm for processing. Qualifications: * Must have a high school diploma or equivalent. College course or other education in business administration preferred. * Prefer two (2) years experience working in accounting, preferably in the hospitality industry * Able to operate a personal computer and be proficient in MS Office programs (Word, Excel, etc.). * Knowledge of and/or ability to learn the theory and practice of assisted living and dementia care * Able to work with seniors and patiently interact with cognitively impaired individuals * Able to be flexible, adapt and respond to change, make decisions in stressful situations and prioritize tasks and projects. * Able to process information and apply common sense understanding to follow and carry out written or oral instructions. * Able to analyze, solve and respond to problems or concerns. * Able to read, write and speak the English language and to interact and communicate effectively with employees, supervisors, physicians, health care professionals, residents, and their families * Must be highly motivated and able to work independently * Able to obtain and maintain valid first aid certification About Oakmont: Oakmont Senior Living is a recognized leader in the retirement industry, having planned and developed more than 50 retirement communities in the western United States. Oakmont strives to create an atmosphere of family and community among staff, residents and resident family members. We know that caring and meaningful relationships are the foundation for a rewarding life. Our belief and our mission are to treat each member of our community with respect and compassion. Our staff is hand-selected for their skills, previous experience, and passion for working with the elderly. Our practice is to incorporate joy and laughter alongside our expectations of excellence. Walk into our community and feel our pride in ownership and commitment to service. EEOC: Oakmont Management Group is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, citizenship status, ancestry, age, sex (including pregnancy, gender identity, and sexual orientation), marital or parental status, physical or mental disability, family medical history or genetic information, military status, or unfavorable discharge from military service. These protections extend to all management practices and decisions, including any recruitment and hiring practices, appraisal systems, promotions, and training and career development programs. Oakmont Management Group Brea CA

Regional Office Global Practice Administrative Assistant

Burns & Mcdonnell