Administrative Assistant II

Main Responsibilities

• Serve as the first point of contact for all visitors, managing inquiries and directing guests appropriately, both in person and via video conferencing.
• Implement and oversee office security protocols, including digital check-in systems, visitor badge management, access control compliance, and confidentiality standards.
• Cookordinate complex schedules and high-level meetings involving senior leadership, confidential briefings, and sensitive guest interactions.
• Maintain reception and common areas to executive-ready standards, ensuring cleanliness, functionality, and compliance with health and safety regulations.
• Manage employee and visitor access, including badge issuance, temporary credentials, and security system updates.
• Own office parking logistics, including maintaining rosters, managing billing, and coordinating with internal partners.
• Order, track, and replenish office and kitchen supplies, ensuring inventory aligns with employee and leadership needs.
• Act as the primary point of contact for catering, vendor relationships, building management, deliveries, and construction coordination.
• Schedule conference rooms and assist with logistics for meetings and events upon request.
• Provide daily oversight of office readiness, including end-of-day cleanup of shared spaces.
• Support executive assistants and visiting leaders, ensuring seamless onsite experiences for non-local teams.
• Manage work orders and facility requests, including submitting, tracking, and closing maintenance tickets.
• Maintain accurate digital logs of visitor records, incidents, and operational updates, ensuring confidentiality and compliance.
• Support hybrid meetings and executive presentations, including technical setup and coordination.
• Plan and execute onsite meetings and events, managing logistics, materials, and confidentiality requirements.
• Monitor and prioritize communication across email and messaging platforms, ensuring responsiveness to time-sensitive and executive requests.
• Identify and implement process improvements to enhance office efficiency and overall experience.
• Lead cross-functional office initiatives, balancing competing priorities, timelines, and stakeholders.
• Mediate and resolve workplace issues with professionalism, discretion, and strong interpersonal skills.
• Contribute to strategic planning efforts by supporting leadership initiatives and operational goals.

What We Look For In a Candidate

• Minimum 4 years’ experience in a customer-facing, administrative, or reception role within a complex, multi-stakeholder environment.
• Exceptional verbal and written communication skills, including experience interfacing with senior executives.
• Advanced proficiency with Microsoft 365 and digital communication tools (e.g., Teams, Zoom), as well as executive scheduling and visitor management systems.
• Outstanding organizational skills and unwavering attention to detail, particularly when juggling multiple senior leaders’ needs.
• Demonstrated ability to prioritize, multitask, and adapt in a fast-paced, ever-changing environment with high expectations from leadership.
• Experience with advanced scheduling, confidential visitor management, and digital supply ordering systems tailored to executive preferences.
• Highest standards of professionalism, discretion, and customer service orientation.
• Ability to manage confidential and sensitive information with impeccable integrity.
• Creative problem-solving skills and an eagerness to embrace new technologies and best practices.