Administrative Assistant

About the role

The role serves as the first point of contact for our Sarasota Office, providing administrative and operational support to ensure the office runs efficiently.

Responsibilities

• Serves as the primary point of contact for visitors, clients, and incoming phone calls.
• Answers and directs calls on main phone line.
• Manages conference room schedules and coordinates meeting space reservations for project teams and client meetings.
• Receives, sorts, and distributes incoming mail and packages.
• Coordinates printing, scanning, document preparation, and courier services.
• Processes invoices by coding and forwarding them to corporate accounting team.
• Prepares FedEx, USPS, and other shipping labels and ensures timely shipment of outgoing packages.
• Maintains the appearance, cleanliness, and organization of common office areas.
• Collaborates with office cleaning vendors and building tenants to ensure office standards are maintained.
• Manages office and kitchen supplies, including purchasing and stocking snacks, beverages, and other office necessities.
• Loads and runs dishwashers daily and maintains kitchen cleanliness.
• Cleans and organizes refrigerators and microwaves on a regular schedule.
• Maintains inventory of company promotional items, business cards, envelopes, and branded materials; coordinates reordering as needed.
• Prepares and sets up workstations for new hires, including desks, docking stations, monitors, and office supplies.
• Helps create a welcoming onboarding experience for new employees.
• Supports project teams with administrative needs assigned.
• Partners with the Executive Administrator to coordinate office events and employee engagement activities, including:
• Monthly team lunches
• Bi-weekly employee events
• Quarterly office events
• Annual Holiday celebrations
• Annual client appreciation and gift programs
• Conference/seminars
• Partners with the Executive Administrator to coordinate office events and employee engagement activities, including:
• Monthly team lunches
• Bi-weekly employee events
• Quarterly office events
• Annual Holiday celebrations
• Annual client appreciation and gift programs
• Conference/seminars
• Tracks office budget for annual holiday celebrations, client appreciation and gift programs, and conferences/seminars.

Requirements

• 1-3 years’ experience in administrative assistant, receptionist, office coordinator, or similar role.
• Excellent communication skills.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
• Ability to work independently while supporting a collaborative team environment.

Qualifications

• Positive attitude, strong work ethic, and a desire to learn and grow professionally.

Skills

• Excellent communication skills.
• Strong organizational skills.
• Microsoft Office Suite proficiency.
• Ability to work independently and support a team environment.

Benefits

• Generous Paid Time Off
• Paid Parental Leave
• Flexible work schedules are available for some positions
• Tenure Awards — Travel Vouchers to see the world based on your travel preferences
• Competitive Compensation packages
• Annual bonuses, spot bonuses and peer recognition awards
• 401K match - 1:1 up to 4% of compensation
• Tuition Assistance
• Student Loan Repayment
• Paid Licensing / Certification Fees and Renewals
• Financial Rewards for Obtaining Licensure
• Employee Referrals
• Annual Wellness Reimbursement for anything wellness related (Gym memberships, fitness tracker, home gym equipment, etc.)
• Dependent Care Match
• Medical (BC/BS), Dental (Delta), and Vision (VSP)
• Family Planning & IVF Benefits
• Pet Insurance
• Health Savings Account & Flex Spending Account options
• Employer paid LTD, STD, and life insurance
• Metlife Supplemental Benefits covering accident, hospitalization, and critical illness
• Member Assistance Program (MAP) with complimentary counseling sessions, legal benefits, financial consultations, and work/life referral services