Administrative Assistant

About the role

The Administrative Assistant will support a large project office environment, serving as the primary point of contact for employees, clients, vendors, and visitors.

Responsibilities

• Serve as the first point of contact for visitors and employees, maintaining a professional and welcoming office environment.
• Issue visitor badges and temporary access passes, maintain visitor logs, and enforce office security procedures.
• Manage badge inventory and assist employees with badge-related issues.
• Escort visitors as needed.
• Provide administrative support for a project office supporting up to 200+ staff members, including providing administrative support for project leadership.
• Manage incoming and outgoing mail, packages, and deliveries, submit and track building maintenance requests, operate office workspace and conference room reservation systems, and coordinate with other office locations regarding resources, support, and events.
• Maintain office records, calendars, and operational documentation.
• Support facilities and office management, including monitoring and replenishing office, kitchen, and breakroom supplies, ensuring refreshment equipment remains clean, operational, and adequately stocked, coordinating vendor service requests, maintaining required workplace postings and office compliance documentation, and addressing and triaging facility and technology-related requests.
• Support executive and event management, including managing calendars and coordinating meetings for project leadership, coordinating conference rooms, meeting logistics, and scheduling, assisting with project-wide communications and announcements, ordering and coordinating catered meals and refreshments, planning and coordinating office events, meetings, conferences, receptions, and other functions, and attending meetings as needed and providing administrative support.

Requirements

• Minimum of 3 years of experience as a Receptionist, Administrative Assistant, Executive Assistant, Office Coordinator, or similar administrative support role.
• Experience supporting a large corporate office environment and/or executive leadership teams.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Excellent interpersonal, verbal, and written communication skills.
• Strong customer service skills with the ability to interact professionally with employees, executives, clients, and visitors.
• Able to prioritize multiple tasks and manage competing deadlines.
• Strong organizational and time management skills.
• Able to work independently and take initiative.
• Able to adapt to changing priorities and evolving business needs.
• Able to work effectively in a team-oriented environment.

Physical Requirements & Environmental Conditions

An employee must meet these physical demands to successfully perform the essential functions of this job. Employee is regularly required to talk or hear, sit, stand, and utilize technology tools such as a laptop computer for extended periods of time. Specific vision abilities include close vision and the ability to adjust focus. This position requires the ability to occasionally lift up to 20 lbs.