Administrative Assistant

Under the direction of the Executive Operations Manager, the Administrative Assistant provides front desk support and assists with overseeing the Company’s day to day operations. The job will be to provide clerical support to our leadership and employees and assist with all daily administrative activities. The main tasks will include ordering and maintaining office supplies, distributing, and tracking office equipment, answering phones and greeting visitors, arranging travel, and distributing mail. The ideal candidate will be highly organized and pay great attention to detail. While this position works closely with the Office Manager, they will also need to be able to work independently, taking initiative and following through on tasks and responsibilities with limited direction.

ESSENTIAL DUTIES & RESPONSIBILITIES

· Warmly welcome visitors, greet staff, and provide general support on a day to day basis

· Monitor and maintain office equipment, inventory supplies, and order replacement supplies as needed

· Assist the Office Manager and Director of HR with organizing company events and conferences

· Manage phone calls and correspondence (email, letters, packages, etc.)

· Arrange travel for internal staff and contractors

· Assist other departments with administrative or clerical support

· Manage relationships with vendors, service providers, and building management

· Maintain a clean and enjoyable work environment; daily and weekly clean ups and organization

· Manage staff directory, key cards, & supplies

· Provide administrative support on board meeting days (i.e. ordering lunch, scheduling meetings, setting up presentations)

· Support the marketing team with tracking marketing material inventory, conference coordination

· Other duties as assigned

KNOWLEDGE, SKILLS & ABILITIES

· Highly organized individual who works well in a fast paced environment

· Excellent communication skills, having the ability to work along side all levels of an organization

· Ability to multitask and prioritize projects

· Ability to work independently with limited guidance and as part of a team

· Customer-service oriented

· Computer savvy and comfortable learning new technologies with ease

· Ability to proactively anticipate the needs of others and the business

· Physical Requirements:

· Must be able to lift, push, or pull up to 30 pounds

· Prolonged periods of sitting at a desk

· Ability to commit to a full-time schedule Monday – Friday, 8am – 5pm with occasional weekend work

MINIMUM EDUCATION / EXPERIENCE / QUALIFICATIONS

· Prior experience in an administrative role

· Proficient in Microsoft Office

· High School Degree required; Associates Degree preferred

· Previous office experience

· Bilingual (Spanish) preferred

KEY RELATIONSHIPS

· Internal staff members

· Vendors

· Office Visitors