Administrative Assistant to VP/CEO/COO/CFO

Hello,

This is Andy from Infojini Consulting. Hope you are doing well!

We are looking for Administrative assistant to VP/CEO/CFO in Austin, TX,* for 12+ months Contract Position. Please send your resume along with rate expectation to *andy(dot)paul infojiniconsulting.com or call me on 551-220-6379

Please refer someone else if you are not available currently or you are not right match for this job opportunity.

Job Details Mentioned Below:
Position: Administrative assistant to CEO/CFO
Location: 507 Calles Street, Austin, TX
Duration: 12+ months
Client: Direct client

PRIMARY RESPONSIBILITIES

· Perform administrative support for Vice President of Capital projects and other team members of the department. Compose and edits administrative correspondence and documentation; screens and evaluates incoming and outgoing correspondence and prepare and edits responses as appropriate.

· Act as a liaison between customers; public at large and the department staff.

· Assist in the development of departmental operating budgets, task order contracts and operating expenditures; audit, reconcile, and process invoices.

· Research budget variances and prepare and maintain reconciliation of capital projects, task order contracts, and operating accounts.

· Responsible for reviewing and ensuring timely payment of invoices, check requests, petty cash vouchers, and P-card transactions.

· Manage and maintain departmental Board of Directors and/or Board Committee agenda; Steering Committee Agenda; departmental meeting agenda. Drafts Board Agenda items for the Board of Directors and/or Board Committee meetings. Assists with PowerPoint presentations as necessary.

· Handle telephone communications, direct mail, order office supplies and other supplies as needed.

· Perform administrative services to support departmental needs (i.e. scanning, printing, emailing, phone calls, copier maintenance issues, scheduling meetings, preparing agendas, recording meetings minutes, editing and preparing documents, check requests, petty cash processing, etc.)

· Maintain existing database for task order contracts, produce, and maintain additional information as needed.

· Enter requisitions in the ERP system and assist staff by conducting inquires in the system, routing invoices, workflows etc.

· Assist with procurement forms needed for but not limited to contract; task order and purchase order modifications.

· Prepare and maintain capital labor cost spreadsheets in relation to capital projects and submit to department manager and finance on a monthly basis.

· Monitor status of contracts for professional services and work with Contracts and Procurement department to properly schedule exercise of option to extend contracts and renewals.

· Serve as department records management representative, respond to open records requests, maintain records of documents that are archived, retrieved and returned, and oversee retention and destruction of records according to Capital Metro’s policies and procedures. Assisting with document control and storage of daily working files.

· Serve as department travel coordinator and arrange and coordinate off and on-site meetings, seminars, and conferences for departmental staff including compiling and submitting expenses

· Participate and assist in organizing agency wide and department wide events.

· Assist with printing, assembling, organizing, transmitting design and construction related documents.

· Requires flexibility to occasionally perform duties at other CMTA office locations, or construction jobsite locations.

· Perform other duties as required and/or assigned.

MINIMUM QUALIFICATIONS

Education and Experience:

· Bachelor’s degree in Business Administration, Administrative Services or related field. Additional experience may be substituted on a year for year basis up to four (4) years.

· Three (3) years of progressive responsible experience in project management, office administration and budget preparation in the architectural/engineering and construction fields.

· Three (3) years experience using spreadsheets, word-processing, and financial applications software, and Microsoft Office suite.

Knowledge, Skills and Abilities:

• Possess a positive, customer service mindset.

• Reliable, consistent and punctual with a high level of professionalism.

• General knowledge of architectural/engineering design, construction, and project management methods and practices.

• Working knowledge of Authority’s policies, procedures and practices related to budget and contracts management.

• Ability to analyze problems and identify solutions to complex budgetary problems concerning task order contracts and operating accounts. * Produce timely, accurate task order contract and operating reports using proper sentence structure, grammar, punctuation and arithmetic.

• Ability to be flexible and work in a fast-paced environment.

• Ability to multitask; work independently; to communicate effectively with co-workers, Professional Consultants, Contractors, governmental agencies and the public.

• Proficient in the use of basic software packages, spreadsheets, and databases.

If you believe you’re qualified for this position and are currently in the job market or interested in making a change, please give me a call as soon as possible.

Thank you for taking time out of your busy schedule to read and respond to this message.

Job Type: Contract

Experience:

• relevant: 1 year (Preferred)
• Executive Assistant: 1 year (Preferred)