Executive Administrative Assistant / T&E Processor

Job Title:  Executive Administrative Assistant / T&E Processor
Department:  KBS Capital Markets Group, Corporate
Reports To: CEO

Position Summary: To provide assistance to the CEO and other executives with flights, hotels, dinner reservations and transportation.  Input all work related expenses for the CEO, COO and National Sales Manager.  Maintain the review and approval of all the travel and entertainment expenses for Capital Markets Group employees.  Assist events coordinator with due diligence meetings.

Principle Duties and Responsibilities:

  1. Perform a wide variety of executive administrative duties as required by CEO, COO, CAO and National Sales Manager such as booking flights, hotels, rental cars, drivers, dinner reservations, meeting room scheduling on and off site and light catering for meetings. Maintenance of multiple calendars.
  2. Executive secretarial duties, maintain spreadsheets, assist national sales manager create training books. Handle orders for business cards, stationary, thank you cards, UPS labels, etc. Primary contact to establish conference calls. Maintain constant communication with other executive assistants to keep calendars and meetings in check with all other executives. Answer phones and update corporate conference calendar as requested.
  3. Input travel and expense reports for all Executives. Receive, review, request information and work with CAO to finalize and approve all of the CMG expense reports. Run monthly reports and maintain budget entries, check requests and discretionary logs.
  4. Assist event coordinator with due diligence meetings. Print agenda’s, attendee lists, required reports, coordinate shipping if needed, transfer all documents needed for meeting, including signage. Help with set up, participate in the duration of the meeting and assist with breakdown/cleanup. May include some minimal travel to out of town meetings. Also, assist with birthday and holiday celebrations.

Three or more years of executive assistant experience.  Ability to use all office and computer equipment efficiently.  Strong organizational and communication skills with the ability to juggle multiple tasks.  Knowledge of advanced Microsoft Word and Excel, PowerPoint, and CRM program.   Ability to meet required deadlines with minimal supervision.