Description: Job Summary
This position will oversee the general administrative and operational functions of the office. In addition, provide administrative support to the executive leadership team.
Duties/Responsibilities:
Operations
- Maintain inventory of office supplies; orders new supplies as needed
- Coordinates maintenance of office equipment
- Maintain office files; implements an efficient system for other staff to access files and records
- Maintains a system for recording expenses and the use of petty cash
- Manage conference/meeting room calendars; ensure that conference rooms are at company standard
- Work as point of contact for the building management team; coordinate with them as needed; submit service/repair request as needed
- Manage employee office and building amenities access (key fob, conference room rental, gym access, etc.)
- Send out office communications to the staff
- Monitor company main phone line and email
- Check mail daily and distribute accordingly
- Coordinate office meetings, provide support to the president in preparation
- Welcomes and directs visitors, clients, and candidates
- Order food and other supplies in preparation for internal/external meetings
- Schedule new hire “Welcome Lunch”
- Support HR & IT in preparing for new hire’s first day
- Support HR & hiring managers in scheduling in-person interviews
- Perform other related duties as assigned
Administrative
- Provides high-level administrative support and assistance to the Executive Team and/or other assigned leadership staff
- Arranges travel and accommodations for executives
- Book meeting rooms for the Executive Team (both in the office and on-site for events)
• Prepares agendas and schedules for meetings • Redline documents and presentations
- Records and distributes minutes or other records for meetings
- Perform other related duties as assigned
. Requirements: Required Skills/Abilities:
- Excellent verbal and written communication skills
- Excellent organizational skills and attention to detail
- Excellent interpersonal and customer service skills
- Excellent time management skills with a proven ability to meet deadlines
- Extensive knowledge of office administration, clerical procedures, and recordkeeping systems
- Extensive knowledge of office management procedures
- Proficient in Microsoft Office Suite or related software
- Strong understanding of clerical procedures and systems such as recordkeeping and filing
- Ability to type at least 60 words per minute
- Ability to work independently
- Ability to function well in a high-paced and at times stressful environment
Education and Experience:
- Associates degree required; Bachelors degree in related field preferred
- Three to five years of experience in an administrative role
Physical Requirements:
- Prolonged periods sitting at a desk and working on a computer
- Must be able to lift up to 15 pounds at times