Administrative Assistant

Position Summary

The Administrative Assistant serves as the first point of contact for The Blackhawk Group, providing front desk coverage and administrative support to ensure smooth day-to-day office operations. This role is responsible for managing incoming communications, coordinating office logistics, and supporting internal teams with general administrative needs. This position plays a critical role in creating a professional, organized, and welcoming environment for employees, customers, and visitors, while ensuring efficient coordination of office activities and resources.

Essential Functions

• Serve as the primary point of contact for incoming calls, greeting visitors, directing inquiries, and ensuring a professional and welcoming front office experience.
• Manage visitor check-in, badge issuance, and coordination with internal teams to ensure proper access, safety, and a seamless guest experience.
• Oversee all incoming and outgoing mail, including distribution, postage management, and coordination of shipping needs.
• Maintain common areas, including conference rooms, copy rooms, break rooms and shared office spaces, ensuring organization, cleanliness, and operational readiness.
• Manage conference room schedules, support meeting logistics, and assist with internal calendar coordination as needed.
• Support internal events such as employee celebrations, company meetings, and team gatherings, including vendor coordination and logistics.
• Coordinate hotel reservations, transportation arrangements, and scheduling needs for employees and visitors.
• Assist with document preparation, reports, correspondence, and other general administrative tasks across departments as needed.
• Monitor and replenish office supplies, including breakroom and refrigerator stock, ensuring consistent availability.
• Provide administrative assistance to Sales, Marketing, and other departments as needed to support day-to-day operations.
• Participate in team and company meetings as needed, maintaining effective communication across departments.
• Lead by example in adhering to all company policies, procedures, and regulatory requirements, demonstrating professionalism, integrity, and accountability in all decisions and actions.
• Model and reinforce The Blackhawk Group's core values—Customer First, Own It, Make It Better, Be Quick, and Grow Together—through leadership behaviors that foster trust, engagement, and operational excellence.

Qualifications

Education: High school diploma or equivalent required. Associate's degree or coursework in business administration or a related field preferred.

Prior Work Experience:

• 2+ years of experience in an administrative, receptionist, or front office support role.
• Experience managing multi-line phone systems and handling high-volume calls in a professional environment.
• Prior experience supporting office operations, scheduling, and event coordination.
• Experience working in a fast-paced, customer-facing environment with multiple priorities.

Skills & Competencies

• Strong communication skills with a professional and welcoming demeanor, both in person and over the phone.
• Highly organized with strong attention to detail and the ability to manage multiple tasks simultaneously.
• Proactive and dependable with a strong sense of ownership and accountability.
• Ability to prioritize tasks and adapt in a fast-paced, dynamic environment.
• Strong interpersonal skills with the ability to work effectively across departments.
• Basic proficiency in Microsoft Office (Outlook, Word, Excel) and general office systems.
• Customer-service oriented mindset with a focus on creating a positive office experience.
• High level of professionalism, discretion, and reliability.