Executive Assistant to the President - SMS Datacenter - Irvine, CA

SMS Datacenter

COMPANY
Based in Irvine, California, SMS Datacenter ( http://SMSDatacenter.com) is a leading provider of Datacenter Management, Cloud Services, Software development, and Professional Services solutions. SMS has over 850 technology professionals located in the United States, Spain, Brazil, Argentina, and Venezuela.

POSITION
Executive Assistant to the President

ESSENTIAL JOB FUNCTIONS

• Provide scheduling structure and support:


• Maintain the President’s calendar.


• Maintain the Conference Room calendar (back and front) with all conferences, meetings, tours, etc.

• Prepare the Master Service Agreement, Welcome Packages, Amendments, Billing Request Forms, Customer Service Order forms as needed.


• Follow up on customer inquiries, initiate and respond to written and verbal correspondence, including composition, editing and distribution regarding sales inquiries.


• Act as liaison between the President and the rest of the company, clients and vendors.


• Coordinate all travel arrangements.


• Receive and screen the President’s communications, including telephone calls, mail, e-mail messages and provide assistance as appropriate.


• New Colocation Clients:


• Provide information and New Client Checklists to the Technical Team: Cabinet set up, Power requirements, Network requirements, Bandwidth, etc.


• Request Authorized Personnel Lists (APL) from new clients and make sure it’s filed by the Network Operations Center (NOC) and front desk.


• Request or create new cabinet keys and cylinders as needed for cabinets.


• Make sure to have the clients’ Certificate of Insurance (COI) on file and all new vendors’ contact information, prior to the move-in date.

• Follow up on assignments given to the management staff and provide status reports to the President.


• Prepare Marketing materials, proposals and quotes.


• HR Related:


• Coordination of all corporate events: Christmas celebration, Birthday celebrations, etc.


• Timesheets: Collect all timesheets from SMS employees for the President’s approval.

• Provide purchase support to Tech Support, the President and SMS-related hardware and products, vendor relations, equipment tracking and other related processes with efficiency.


• Provide support to Collections, Accounts Receivable and Accounts Payable staff as needed.


• Support NOC Manager with all hiring process for the NOC Department.


• Cover Reception area and provide support as needed with guests, client’s guest, etc.


• Check Rent Roll Report monthly to make sure contract renewals, expirations or changes are up-to-date or need follow-up (very important).


• Create credit card and expense reports with back-up for the President.


• Key Organizer: Maintain all keys and locks up-to-date and purchase more if needed.


• Check APLs quarterly and request for an updated one from clients.


• Provide support to any staff, management, client, vendors and onsite clients, as needed.


• Maintain and update phone directory and distribute accordingly.


• Other miscellaneous administrative tasks.

REQUIREMENTS

• Bachelor’s Degree (desired).


• 1 – 3 years of experience.


• Excellent communication skills: Oral, verbal, written and phone.


• Must be highly detail-oriented and organized with the ability to multi-task.


• Proficient in Microsoft Office products.


• Ability to meet deadlines and follow through on tasks.


• High degree of accuracy.


• Positive attitude.


• Flexible.


• Team-player.


• Excellent follow-up skills.

NICE TO HAVE

• Understanding of Information Technology.

Job Type: Full-time