8 results for Administrative Assistant in Phoenix, AZ

Downtown Phoenix - Zoning Legal Administrative Assistant We are seeking an experienced Legal Assistant to join our downtown Phoenix law firm client's detail-oriented Zoning and City Planning practice group. This role involves a variety of administrative tasks within a dynamic environment, liaising with key city officials, and supporting the law firm's real estate zoning group which includes attorneys and urban planners. Responsibilities: • Ensure efficient and accurate processing of new client and matter memoranda and engagement letters.• Maintain comprehensive and up-to-date client records and attorney calendars.• Handle client inquiries in a responsive and professional manner.• Manage team calendars meticulously.• Establish and maintain strong client relations.• Communicate effectively within the team and with external stakeholders.• Assist in zoning, planning, and land use tasks as needed.

Executive Assistant We are in search of a meticulous Executive Assistant to be part of our team in the real estate industry, specifically situated in Phoenix, Arizona. The Executive Assistant will be entrusted with tasks such as managing customer interactions, maintaining precise customer records, and addressing customer queries. Responsibilities:• Efficiently manage customer credit applications • Maintain precise records of customer credit• Handle personal, office management duties, and EA• Collaborate with the founder on various businesses and items of attention• Balance time between personal and managing EA/Office tasks• Work closely with the founder's wife on scheduling medical appointments• Ensure compliance and manage employee relations• Handle benefit functions and FMLA related tasks• Operate ADP - Financial Services and ADP Workforce Now• Utilize Ceridian, Dayforce, and ATS - Asynchronous Transfer Mode tools for efficient workflow.

Executive Assistant Executive Assistant Essential Duties: ▪ Manages Executive/COO’s calendar, scheduling appointments with employees and customers, RSVPing for events, and making restaurant reservations and coordinating with all parties. ▪ Ensuring Executive’s Outlook calendar is up to date and Teams meetings are updated with applicable call in numbers and codes. ▪ Monitoring of in box for Executive/CEO and providing administrative assistance as needed. ▪ Serves as a liaison by phone, email and in-person for staff, customers, port and other external contacts. ▪ Schedules and maintains travel plans for all employees, ensuring cost-effective arrangements and availability of requested accommodations. This includes adding to employees Outlook calendars with email notifications. ▪ Processes travel reimbursements timely and in accordance with company policy. ▪ Assists with sporting and special event ticket assignments and arrangements. ▪ Audits and reviews invoices ensuring accuracy. Codes and submits documents for payment. ▪ Sets up conference rooms for meetings to include drinks and needed company brochures or requested Executive information. ▪ Arranging and delivering gifts for employees’ birthdays and other life events. ▪ Arranging and delivering gifts for customer and partners as needed for recognized industry Holidays and life events. ▪ Coordinating attendance for third party events (sponsorship with table assignment), to include payments and sending attendees lists for Executives and employees. ▪ Handling payments and communication for Sponsorships and Donations and coordinating expense reporting. ▪ Sets up and manages company lunches for meetings, teambuilding, trainings, etc. ▪ Event planning as needed (Holiday lunch/dinner) ▪ Order and customize merchandise as needed (For holidays, special occasions and as needed) ▪ Arranges for notary services as needed. ▪ Develops and maintains a thorough knowledge of computer systems required for efficient completion of assignments and projects. Demonstrates a pro-active approach to upgrading skills. ▪ Sorts, prioritizes and distributes mail to Executives. Handles follow up correspondence as directed. ▪ Prepares and monitors invoices and expense reports.

Executive Assistant Works independently and with limited supervision on variety of tasks to support departmental operations through development, implementation, and monitoring of reporting and administrative processes. Determine methods for completing new assignments, and respond quickly in fast-paced, changing environment. Support department with office administration. Job Description:<ul><li>Manage all miscellaneous tasks assigned with ability to think out of box to find resolution.</li><li>Interface with various levels of departmental management on operational and administrative tasks.</li><li>Arrange travel and meetings.</li><li>Complete complex expense reports. </li><li>Manage calendars.</li><li>Perform departmental office administrative tasks and office support activities.</li></ul>Prepare and deliver various daily, weekly, monthly, quarterly, annual and ad-hoc reports. Resolve reporting issues with speed and quality

Office Manager Executive Assistant to CEO: · Provide general support, oversees calendar management, coordinate meetings, monitor phone calls· Oversee the management of receipts & records· Plan events and travel· Professionally interact with others on CEO’s behalf · Prepare, edit and proof documents, presentations and publications Assist Chief of Staff:· Download, file, and scan monthly carrier commission statements, data entry of commission in system, commission tracking & reporting as needed· Monitor credit card transactions and reconcile receipts· Routine updates in CRM system· Assists with SmartSheet builds and maintenance· Performs Accounting Management Office Manager/General Office Duties:· Oversees and manages the following: Greet visitors, determine their needs, confirms appointments, and direct them to the proper person or office· Answer phones & relay calls, maintain the company phone system· Oversees the Review and routing of incoming and outgoing mail; oversees and manages the Preparation, sending, and tracking of outgoing and incoming shipments.· Review inbound virtual faxes and route to appropriate staff member, send outgoing faxes· Ensures and the kitchen, copy/supply room, and conference rooms are clean, stocked, and orderly condition· and order Ensures that the marketing supplies are monitored and maintained.

Executive Administrative Manager We are offering an exciting opportunity for an Executive Administrative Manager to join our team in Scottsdale, Arizona. In this role, you will be tasked with handling administrative tasks, managing personal errands, and utilizing QuickBooks Enterprise. Responsibilities: • Manage administrative tasks efficiently to ensure smooth operations within the organization. • Use QuickBooks Enterprise for maintaining financial records and transactions. • Organize, schedule, and oversee personal errands as required. • Maintain confidentiality and exercise discretion when handling sensitive information. • Act as a point of contact between the executives and internal or external colleagues. • Create regular reports and update internal databases as necessary. • Anticipate the needs of others in order to ensure seamless and positive experiences. • Develop and maintain an efficient documentation and filing system for record purposes.

Accounting Assistant We are offering an exciting opportunity for a PART TIME accounting assistant in Mesa, Arizona, United States. As an integral part of our team, you will be involved in a variety of tasks that support our daily operations! This will be a mix between accounting responsibilities and office administrative work. Responsibilities GeneralPrepare bulk mailings when necessary.Provide occasional office assistance upon request.Maintain church calendar.Provide back-up financial support to Director of OperationsAssist Director of Operations with special events.Other duties as directed. WeeklyPrepare visitor letters for the first time givers.Manage church calendar.Ensure all auto-pay payables are executing properly.Attend weekly staff meetings.Review invoices and schedule payments.Process reimbursements and disbursement requests.

Paralegal Robert Half is partnering with a full-service law firm with several locations across the United States. This position will focus on Florida cases and provide assistance to attorneys in fact investigation, witness interviews, drafting pleadings and correspondence, legal research, document preparation and production, database management, coordinating expert witness information, docketing/case management, trial preparation and attendance and overall client service. MUST have Florida Law expierence. Please send your resume to Stacey Lyons via LinkedIn for consideration. ESSENTIAL JOB FUNCTIONS: Complete filings and service and navigate local rules of state and federal courts across Florida and other jurisdictions.Learn/develop technical proficiency in database use and management; internet/electronic research; and project folder/electronic file maintenance.Independently organize and manage files or delegate similar tasks to Paralegal Assistant.Prepare materials for and assist in preparation for depositions, hearings, trials, and related proceedings and attend same if needed.Pre-trial preparation and trial attendance.Prepare draft pleadings and discovery.Collect and summarize medical records.Assist with calendaring/docketing.Function as a liaison between clients, colleagues, and experts to ensure timely communication of case information and production of materials.Stay informed of developments in the Commercial Litigation/Mass Tort practice areas.Attend and participate in internal CLEs.Anticipate attorney’s needs.Serve as a mentor to a Paralegal Assistant, or more junior Paralegal, as needed.Engage in occasional interaction with clients.Stay informed of developments in Paralegal industry.Perform other duties as required.Maintain professional demeanor and attitude.Comply with firm policies.Sustain attention to detail and quality of work.Independently handle all key duties without supervision of another Paralegal or Senior Paralegal.Meet billable hour requirement of 1500 hours per year.