Administrative Assistant II

Overview

The Administrative Assistant II serves as the first point of contact for visitors and employees in the executive offices, providing a welcoming and professional presence. This role includes a variety of administrative and front office tasks such as onboarding new employees, managing select company vendors, and assisting with mailings and small shipments. This position also manages catering for on-site meetings, answers incoming switchboard calls, and ensures a smooth and organized office environment. As a key representative of the company, this individual plays a crucial role in creating a positive first impression for both visitors and employees.

Responsibilities

• Welcome and assist all visitors, including professionals, sales representatives, applicants, auditors, and vendors, ensuring a positive first impression.
• Notify the appropriate employee and ensure visitors are escorted throughout the campus.
• Manage employee and visitor badges, including issuing badges, supporting with replacements for lost IDs, and maintaining accurate records in the visitor badge log.
• Assist HR team in onboarding new employees, including issuing new hire badges, supporting i9 verification, and serving as backup for onboarding support.
• Support employee engagement events by assisting with planning, coordination, and on-site execution.
• Answer and manage incoming switchboard calls—screening, transferring, assisting callers with inquiries, and taking messages as needed.
• Maintain switchboard database with frequently dialed numbers on RING and assist in implementing emergency telephone procedures as needed.
• Oversee office supply inventory, placing orders as needed to ensure a well-stocked and organized workspace.
• Sorts and distributes incoming and interoffice mail; assist with mailings of letters and packages for varying projects.
• Coordinates catering services for meetings and luncheons, handling order placement, setup, and teardown across the campus.
• Collaborates with vendors regarding stocking, service calls, and follow-ups to ensure smooth operations.
• Affords assistance with other administrative duties and special projects as assigned.

Qualifications

• Preferred Bachelor’s Degree (BS/BA) from four year college or university or equivalent combination of education and 2-4 years of administrative experience.
• Strong written and verbal communication skills, with a professional and articulate approach.
• Highly organized with excellent attention to detail and ability to multitask effectively in a fast-paced environment.
• Resourceful problem-solver with a proactive mindset.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Forms), switchboard operation, and ID badge processing.
• Skilled in troubleshooting and resolving practical problems with sound judgment.
• Execute instructions in written, verbal, or diagram form.
• Ability to deal with problems in standardized situations.
• Ability to carry out duties in various buildings across campus.
• Flexible and adaptable to shifting priorities, last-minute changes, and evolving responsibilities.