Administrative Assistant

About the role

We are seeking a dedicated Administrative Assistant to provide essential front office support and ensure smooth daily operations. This role is vital in creating a welcoming environment for guests and vendors while managing administrative tasks that support overall business efficiency. The Administrative Assistant reports to a designated office leader and collaborates with various teams to uphold a professional and organized workspace.

Responsibilities

• Greet visitors and vendors in a professional manner, ensuring a positive first impression.
• Screen and route voicemails to appropriate personnel promptly.
• Handle outgoing office mail including certified USPS and FedEx shipments.
• Scan and file documents and manage incoming mail efficiently.
• Maintain a clean and organized reception area and breakroom to promote a professional workplace.
• Monitor and reorder office and breakroom supplies to avoid interruptions.
• Coordinate maintenance and repairs for office equipment and facilities.
• Manage office suite maintenance to ensure a fully operational environment.
• Prepare expense reports accurately for departmental or administrative review.
• Order and coordinate in-house catering for meetings and special events.
• Set up meeting spaces and equipment for internal and client meetings.
• Acknowledge employee milestones such as birthdays, work anniversaries, and condolences.
• Assist with special projects and ad hoc administrative tasks as needed.
• Manage travel arrangements and maintain Outlook contacts for staff.
• Set up and facilitate Microsoft Teams meetings using Microsoft Hub.
• Print, bind, and prepare office presentations for meetings and events.

Requirements

• High school diploma or GED; college credits or degree is a plus.
• Prior experience in customer service, front desk, or office clerical roles.
• Proficiency in Microsoft Office (Word, Excel) and email systems.
• Strong communication skills to interact professionally with guests and colleagues.
• Friendly and approachable attitude with excellent interpersonal skills.
• Excellent organizational and time management skills to handle multiple tasks efficiently.
• Notary Public license required.

Schedule

Ability to work on-site four days a week, Monday through Thursday, 9:00 AM – 5:00 PM.