Administrative Assistant

About the role

The role serves as the first point of contact for our Sarasota Office, managing front desk operations, coordinating meetings, and providing administrative support to ensure efficient office operations.

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.
• 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 ensures 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
• Partners with the Executive Administrator to coordinate office events and employee engagement activities, including:
• Annual Holiday celebrations
• Annual client appreciation and gift programs
• Conference/seminars
• Tracks office budget for annual holiday celebrations, client appreciation, and gift programs.

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.
• Proficiency in Microsoft Office Suite.
• Ability to work independently and support a collaborative 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