Administrative Assistant

About the role

The Administrative Assistant provides comprehensive administrative and operational support across a variety of departments and functions throughout the organization. This role serves as a key resource for employees, visitors, and external contacts by helping ensure day-to-day administrative needs are handled efficiently, professionally, and accurately. Responsibilities include coordinating and supporting a broad range of administrative activities, including managing incoming calls and visitors, processing and distributing mail and correspondence, supporting lead processing and requisitions, coordinating office supply orders and inventory, and assisting with other departmental and company-wide administrative needs. The Administrative Assistant is expected to demonstrate strong organizational and communication skills, attention to detail, sound judgment, and the ability to effectively manage multiple priorities. The position works collaboratively across departments and contributes to an organized, responsive, and professional workplace environment.

Responsibilities

• Serve as a professional first point of contact for onsite visitors.
• Greet and check in visitors and ensure established visitor procedures are followed, including signing in upon arrival, wearing the appropriate visitor badge while onsite, and signing out and returning the badge upon departure.
• Answer and appropriately direct incoming calls from employees and external business partners, including authorized dealers, ensuring calls are handled promptly and professionally.
• Coordinate and manage conference room scheduling and ensure meeting spaces are organized, appropriately stocked, and prepared for daily business needs.
• Assist with the coordination, planning, setup, and execution of employee activities, company events, meetings, and other functions.
• Coordinate departmental lunches and food orders, including placing orders, arranging delivery or pickup, setting up food and beverages, and ensuring meeting areas are cleaned and restored following the event.
• Receive, sort, and distribute incoming mail and coordinate outgoing correspondence and packages.
• Prepare, edit, and distribute professional communications, including emails, reports, memos, employee announcements, company updates, raffles, and other correspondence as needed.
• Create, organize, and maintain the Administrative Team shared files and resources, including templates, procedures, instructions, reference materials, and daily task assignments.
• Provide administrative support and coverage to departments and fellow Administrative Team members based on business needs, priorities, and workload.
• Coordinate domestic and express shipping services, including FedEx, UPS, DHL, and other carriers, and prepare and package materials for shipment as required.
• Order, organize, and maintain appropriate inventory levels for office, coffee, kitchen, breakroom, conference room, and general workplace supplies, including management of printer and toner supply programs.
• Coordinate service needs for breakroom and kitchen equipment, including coffee equipment and vending machines, and communicate maintenance or service issues to the appropriate internal contact or vendor