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Executive Assistant

Company: Ultimate
Location: San Antonio
Posted on: November 22, 2021

Job Description:

We are in search for a dynamic Executive Assistant/Administrative Assistant to join a fantastic team in the Medical Center area. Please contact Heather Cave to discuss in detail and submit your resume to This position will pay up to $18.00 hourly (temp) and a higher salary will be offered once the position converts.Essential Functions:

  • Main contact for requests, information gathering and communication.
  • Accurately records all incoming resource requests including request details and deadlines.
  • Tracks all requests to ensure completion by the deadline or before.
  • Provides timely and ongoing updates to the requestor regarding status and priority of the search. Communicates with others involved on assigned files and works as a team so that complete and responsive client service is provided.
  • Ensures that the teams are aware of upcoming deadlines.
  • Schedules events involving resources located by the team, including event location and participants
  • Responsible for production of Team event information packets, including review of file materials to insure the most accurate information is available for the search and location of the requested resource.
  • Reviews Team calendar daily for accuracy; anticipate needs related to upcoming client events and internal deadlines.
  • Uses the Case Management System (CMS), Matter Management System (MMS), and other data automation resources of the company. Uses the resource with respect to event/task status, date, deadlines, priorities, matter task completions, and effectively communicates file-related information.
  • Provides accounting all case related check stubs and receipts as well as report matter related equipment fees and inspection bay usage fees.
  • Creates and revises systems and procedures by analyzing operating practices;
  • Resolves administrative problems by analyzing information; identifying and communication solutions.
  • Assists in the preparation/coordination of cost proposals.
  • Keeps records of all expense reports and timesheets.
  • Provides administrative support for the team staff.
  • Maintains petty cash fund and records reimbursements.
  • Assists with acquisition, as needed, of supplies and services.
  • Answers and appropriately screens telephone calls.
  • Reviews incoming and outgoing email and other correspondence and distributes as needed.
  • Maintains the schedule/calendar of the staff. Coordinates meetings, events, and demonstrations with internal and external clients and resolves scheduling conflicts as necessary.
  • Makes travel arrangements for the staff as necessary. Required Education and Experience:
    • High school education, required. Associates or Bachelor's degree in secretarial studies, business administration, management or related studies preferred.
    • Two to three years of experience as an Administrative Assistant
    • General secretarial skills to include typing, working familiarity with company used computer applications (i.e., Windows, Word, Excel, PowerPoint, etc.)Preferred Education and Experience:
      • Associates or Baccalaureate degree in secretarial studies, business administration, management or related studies

        We are an equal opportunity employer and make hiring decisions based on merit. Recruitment, hiring, training, and job assignments are made without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, or any other protected classification. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.

Keywords: Ultimate, San Antonio , Executive Assistant, Other , San Antonio, Texas

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