Executive Assistant: Difference between revisions

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*Helps Executive manage email communications, negotiates speaking engagements
The OSE executive assistant will work with OSE on Mon-Tue to address various administrative tasks:
*Do [[Weekly Update Blog Post]]
 
*Manages microtasks for all project collaborators on [[Flashy XM]] [[Scrumy]] board
#Food and house supply purchases - sends logistics assistant on food buying trip every 2 weeks for [[Basic Food Items]] and [[House Supplies]].
*Maintains the Executive's and community's schedule
#Weekly local supply trips - sends logistics assistant to buy workshop consumables, tools - Sweiger Shop, Menards, MoKan, and Harbor Freight. Calls in for parts availability.
*Makes phone calls to help with the Executive's work day.
#
*Organizes conference calls, interviews, and other meetings for the Executive
 
*Helps to organize work days on-site
*Writes checks for approval by ED.
*Tue - cross training; Thu - community visioning; Sat - group work day. Scrum every day.
*Assists in collaborative visioning session programming
*Orders materials and supplies for the project. Submits requisition forms for Executive's approval. Writes checks for approval by ED.
*Must have their own transportation to run errands
*Must have their own transportation to run errands


=Specific Tasks=
=Specific Tasks=
*Organizes Daily Assessment database
*Maintain weekly backup of control panel of [[Flashy XM]] platform
*Negotiate Dropped Backers from Kickstarter
*'''Fill out liability release forms'''  - from [[Visit_Factor_e_Farm]] page
*'''Fill out liability release forms'''  - from [[Visit_Factor_e_Farm]] page
*Take care of insurance for FeF
*'''Fill contract templates for new participants'''
*'''Fill contract templates for new participants'''
*Track commitments
*Set up system for purchasing procedure and requisition
*Set up system for purchasing procedure and requisition


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*Providing and processing requisition forms for purchases  transition to this process for non-regularly-purchased items
*Providing and processing requisition forms for purchases  transition to this process for non-regularly-purchased items
**3 bids typical for any purchase
**3 bids typical for any purchase
*Request updates from team members, especially when Marcin is traveling
*Access to ED's emails under the condition of confidentiality and agreement to not read personal messages
*Access to ED's emails under the condition of confidentiality and agreement to not read personal messages


=To be Developed=
=To be Developed=
*Assists in general project management + task fulfillment (Promises of What by when , Conditions of satisfaction)
*Assists in general project management + task fulfillment (Promises of What by when , Conditions of satisfaction)
**Uses task tracking platform of their choice
*Request updates from team members, especially when Marcin is traveling
**Embeds task tracking on wiki 
*Schedules Flash Mob development sessions, and helps the Development teams with recruiting Flash Mob members
*Schedules Flash Mob development sessions, and helps the Development teams with recruiting Flash Mob members
*Manages Community Documentation Forum until Community Manager is identified
*Manages Community Documentation Forum until Community Manager is identified

Latest revision as of 16:13, 24 November 2013

The OSE executive assistant will work with OSE on Mon-Tue to address various administrative tasks:

  1. Food and house supply purchases - sends logistics assistant on food buying trip every 2 weeks for Basic Food Items and House Supplies.
  2. Weekly local supply trips - sends logistics assistant to buy workshop consumables, tools - Sweiger Shop, Menards, MoKan, and Harbor Freight. Calls in for parts availability.
  • Writes checks for approval by ED.
  • Must have their own transportation to run errands

Specific Tasks

  • Fill out liability release forms - from Visit_Factor_e_Farm page
  • Fill contract templates for new participants
  • Set up system for purchasing procedure and requisition

Powers

  • Providing and processing requisition forms for purchases transition to this process for non-regularly-purchased items
    • 3 bids typical for any purchase
  • Access to ED's emails under the condition of confidentiality and agreement to not read personal messages

To be Developed

  • Assists in general project management + task fulfillment (Promises of What by when , Conditions of satisfaction)
  • Request updates from team members, especially when Marcin is traveling
  • Schedules Flash Mob development sessions, and helps the Development teams with recruiting Flash Mob members
  • Manages Community Documentation Forum until Community Manager is identified
  • Organizes facility tours until Community Manager is recruited
  • Assists in cross-training session programming
  • Track and visualize True Fans numbers
  • Requesting updates from all team members
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