Office Manager Executive Assistant

Office Administrator

Morning/Start of shift:

• Open office
• Complete checklist
• Check email
• Check calendar, prepare for any visitors/meetings
• Make coffee in kitchen near Executive Conference Room (8-10 cup batch)
• Unload dishwasher and put dishes away
• Replenish snacks
• NetSuite: Personal timecard and check PTO list to add on appropriate calendars

End of shift:

• Walk thru (checking all doors)
• Load dishwasher
• Replenish snacks, paper towels etc.
• Complete checklist
• Set alarm if last person, if not last person and Mark or Harold are gone close both doors that lead to each side of the office

Daily:

• NetSuite: Daily timesheet
• Trash pick up 9:30am-10am
• Stay up to date on BD & Executive conference rooms
• Approve calendar requests (reschedule/cancel as needed)
• Calendar requests
• Check inventory on snacks
• Spot clean entire office throughout the day
• Make more coffee if needed (low before 10/10:30am)
• Receive orders, unpack and properly place trash in suitable bins
• Ensure any guests are checked in properly and given a badge. Main doors in front remain closed while I visitor is in the office
• Process any invoices that come via email

Weekly:

• Spot clean refrigerators
• Spot clean Gene, Barry and Mark's offices
• Building vacuum typically comes on Tuesday morning
• Order amazon every week to 2 weeks (order history will show past orders and quantities)
• Check mail and sort giving Barry what is not trash

Monthly:

• Water gets delivered typically first Tuesday of the month around 9a-10a (He will drop off half in back storage room and other half in kitchen near Executive Conference Room. He will take empty containers)
• Order parking passes as needed on Colonial Parking

*Additional tasks/requests as they come

Notes:

• Slack: Tech Team
• Teams: Everyone
• NetSuite for timesheets, PTO list and invoicing
• TriNet for pay/benefits
• Vistaprint for cards (do not have login)
• Amazon for snacks/supplies (John or Barry will set up)
• Worldtravel __ 800-221-4730
• Colonial for parking passes
• Guest WIFI: innov@tion475
• Swiped On for check in kiosk
• Concur for expenses

Concur-World Travel:

• VIP: Gene, AM, Mark and John

Gene

• Drinks: Fresca Citrus, Vitamin Water Acai blackberry pomegranate, Pure leaf unsweetened tea
• Likes: Raw salmon, steak, shrimp
• Dislikes: Cooked salmon, chicken, spicy
• Honeygrow Order:
  • Stir fry w/ kale double shrimp, double broccoli, edamame, corn, snow peas, pineapple (sometimes), bell pepper or mushroom (usually on a rainy day)
  • Side of brown rice
  • Sweet soy sauce plus extra sauce on side
• Poke Order:
  • Base: Sushi rice, zucchini noodles and spring mix
  • 3 protein: Either (2 lemon ponzu salmon & 1 shrimp, 2 lemon ponzu salmon & 1 tuna OR 1 salmon & 2 shrimp)
  • Toppings: Mango or pineapple, carrots, pickled ginger, pickled radish, corn, edamame, cucumber. A little sesame seeds.
  • Sauces: Ponzu on top x1 & A small amount of eel sauce on top
  • Plus: 2 ponzu on side and 1 eel on the side)

Schedule: Arrives 7-8o'clock hour and lunch 11:30a-12p

Mark

*Always ask for title for meetings (ex. 4.25 update or Data science)

• Calendar: 11a-3p is his time so keep blocked off
• He likes to work in blocks (semi back-to-back)
• Try not to schedule right after Weekly Executive or Weekly IO
• Tuesdays: 1p OIO Development
• Wednesdays: 2 meetings 3p-3:30p & 3:30p-4p
• Invite Mark Office on all events just in case he needs to teams, he uses teams a lot
• Prefers the executive conference room

Barry

• Open mail and give to Barry
• Scan/shred as needed
• Assist with invoices

AM

• Flower Child Order: Ginger miso w/ shrimp

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. 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.