Administrative Assistant

POSITION SUMMARY & RESPONSIBILITIES

We are seeking a highly organized and proactive Receptionist/Administrative Assistant to support the daily operations of the Birmingham Corporate Office. This role is responsible for ensuring the office runs efficiently by managing facilities coordination, office supplies, mail and shipping, meeting preparation, and internal office logistics.

• Oversee the day-to-day administrative operations of the Birmingham Corporate Office.
• Maintain office supply inventory and coordinate ordering and restocking as needed.
• Manage incoming and outgoing mail, packages, and shipping.
• Care for office equipment needs and vendor support.
• Serve as the primary point of contact for visitors to the corporate office.
• Greet and direct guests, clients, and vendors in a professional manner.
• Maintain a welcoming and organized front office environment.
• Prepare conference rooms and boardrooms for meetings.
• Aid in logistical preparation for internal meetings and presentations.
• Coordinate catering orders and office lunches.
• Assist with planning and logistical support for internal meetings, company events, and team gatherings.
• Support event setup and breakdown as needed.
• Afford general administrative support to the corporate office as needed.

POSITION REQUIREMENTS

• Bachelor’s degree in Business Administration, Management, or related field preferred.
• 2–5 years of experience in office administration, office management, or administrative coordination.
• Strong organizational and multitasking skills with excellent attention to detail.
• Ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment.
• Excellent written and verbal communication skills.
• Professional and welcoming demeanor when interacting with guests and employees.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently while collaborating effectively with team members.

Office Physical Requirements and Working Conditions

Prolonged periods working at a desk in front of a computer.

Additional Requirements

• Must be able to lift up to 15 pounds at a time.