Administrative Assistant

Summary

The Administrative Assistant will assist with general administrative duties and day-to-day office operations. There will be a range of key responsibilities, so this is a great role for those who are flexible, have a “can-do” attitude, and who thrive in a fast-paced environment.

Essential Duties And Responsibilities

• Reception & Visitor Experience: Warmly answer and appropriately direct all incoming telephone calls; welcome and assist visitors, clients, prospects, and vendors upon arrival.
• Office & Facilities Management: Serve as the primary point of contact with building management, resolving issues related to maintenance, parking, power outages, security, and trash removal; ensure all shared spaces remain clean, organized, and presentable — including conference rooms, supply closets, hoteling offices, and break rooms; prep and maintain the kitchen daily by monitoring snacks, beverages, dishwasher, and coffee machine; assist in maintaining all office equipment (copiers, shredders, etc.) and coordinate with vendors as needed; order and maintain office supplies, including paper, toner, and kitchen supplies; submit IT service tickets and assist with issues affecting individual team members or the broader office.
• Conference Room & Event Coordination: Coordinate conference room scheduling; assist with setup, cleanup, and food selection/ordering for meetings; assist with planning and day-of logistics for on- and off-site events; coordinate client and prospect gifting campaigns (birthdays, holidays, bereavement, and special occasions).
• Mail & Shipping: Manage all incoming and outgoing mail and packages, delivering to team members as needed; serve as the primary receiving and outbound coordinator for USPS, UPS, and FedEx; scan and send documents to the corporate office as needed.
• Administrative Support: Create and update client checklists; serves as a CRM superuser with deep platform expertise, including data hygiene and end-user support; update the CRM with policies, renewal dates, participants, premiums, projections, and documents; pull reports from carrier websites as needed; print and bind client presentations as needed; train staff on office equipment as needed; complete additional administrative projects as assigned by the management team.
• Marketing Support: Coordinate logistics for client and prospect gifting campaigns and events; collaborate with the Marketing Manager to ensure onsite availability of required marketing materials and collateral.
• Culture & Events: Serve as a culture champion, ensuring daily operations and office procedures align with OneDigital's cultural values; plan and communicate internal staff events and employee recognition initiatives; implement national OneDigital employee programs and events.

Qualifications, Skills And Requirements

• Excellent verbal and written communication skills
• Good interpersonal and customer service skills
• Exceptional organization skills
• Must be a team player
• Ability to work independently
• Must be able to manage multiple priorities
• Able to maintain confidentiality

Education, Training And Experience

• Excellent verbal and written communication skills
• Good interpersonal and customer service skills
• Exceptional organization skills
• Must be a team player
• Ability to work independently
• Must be able to manage multiple priorities
• Able to maintain confidentiality