Administrative Assistant

Essential Duties & Responsibilities

• Warmly welcome visitors, greet staff, answer phones, and process mail, ensuring timely delivery and follow-up
• Keep the office running smoothly and looking its best – from tidying shared spaces to submitting work orders to building maintenance as needed
• Monitor and maintain office equipment, access control, inventory supplies, and order replacement supplies as needed
• Manage daily shipments of supplies and branded apparel for remote hires and contractors
• Arrange travel for internal staff and contractors utilizing our travel management solution and leveraging our travel agency partner for support
• Assist the Executive Operations Manager with organizing company events, meetings, and conferences, including light setup or breakdown tasks as needed
• Support the marketing team with tracking marketing material inventory and assisting with conference preparation and supplies
• Build and maintain positive working relationships with vendors, service providers, and building management
• Aid in workstation set-ups, equipment distribution, recovery and audits during on/offboarding process
• Complete monthly credit card reconciliation for multiple company cards, ensuring accurate coding and timely submission
• Aid in celebrating colleagues by coordinating digital birthday and anniversary cards and supporting fun office events that bring people together
• Assist other departments with administrative or clerical support as needed

Knowledge, Skills & Abilities

• Strong sense of ownership and accountability; able to recognize when to take initiative and when to ask for support
• Highly organized individual who works well in a fast-paced environment
• Excellent communication skills, both written and verbal
• Able to multitask and prioritize projects
• Comfortable with learning new technologies and using tools like Microsoft Office and Canva
• Proactive in anticipating the needs of others and the business, taking initiative when appropriate
• Reliable transportation for commuting to the office and occasionally running work-related errands
• Bilingual (English & Spanish) a plus

Physical Requirements

• Must be able to lift, push, or pull up to 40 pounds
• Comfortable bending, reaching, and performing physical tasks related to supply management and office setup
• Prolonged periods of sitting at a desk

Minimum Education / Experience / Qualifications

• Prior experience in an administrative role or other related experience
• Proficient in Microsoft Office
• Experience with Canva or similar a plus
• High School Degree required; Associates Degree preferred