Administrative Assistant

About the role

Provides support to Site Leadership Team by performing administrative tasks associated with site events, meetings, and visitors. Maintains office and cafeteria supplies according to standards. Liaises with site leaders to ensure completion of tasks. Provides ideas and feedback for improvement of administrative functions.

Responsibilities

• Assists staff in the coordination of travel arrangements, meetings, functions and other projects onsite and off.
• Performs general office duties, such as ordering office and cafeteria supplies.
• Files and retrieves corporate documents, records, and reports.
• Opens, sorts, and distributes incoming correspondence, including faxes and mail.
• Schedules transportation services, vending services and meeting set up services.
• Assists with special projects as assigned.
• Answers and directs phone calls to relevant recipients; coordinates planned guest visits.
• Prepares surveys, reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software.

Qualifications

• High School Diploma or GED required; reading and math skills required.
• Associate’s degree or Bachelor’s degree preferred.
• A minimum of two years experience in an office administration role preferred.
• Must be proficient in MS Office software and have a proven track record of successfully meeting deadlines.
• Self-starter with proactive project management approach and attention to detail required.
• Must be organized, flexible and adaptable to changing requests and requirements, with strong interpersonal skills and ability to handle sensitive and confidential information.
• Ability to speak German a plus.