Administrative Assistant/Office Coordinator

Description

Provide executive administrative support to key leaders and general administrative support to the organization. This position is also responsible for general office operations to ensure that employees and visitors have a positive AI experience.

Position Responsibilities

• Collaborate with Partners, IT and Operations to establish and maintain protocols to ensure professional running of the Boston office.
• Provide backup Executive administrative support: meeting coordination, calendaring, travel, expense reporting, copying, filing and other general administrative needs required by Executives.
• General office administrative duties including: visit coordination, conference room calendaring, managing demo calendar, parking and NDA management, preparing conference rooms for video conferencing calls, incoming and outgoing mail etc.
• Coordinate efforts regarding space construction and renovation, moves & rearranges, seating plans and arrangements etc.
• Cookbook with building management/landlord regarding building related issues, concerns and needs including: lease agreements on parking, maintenance and repairs.
• Supply ordering and vendor relationship management, working closely with the Director, Operations on contractual relationships and budget management.
• Work with Burbank Admin team and HR to support company internal events such as holiday party and team outings.
• Act as liaison and general administrative support as needed for other companies in the building.
• Act as liaison for HR as needed.
• All other duties as assigned.

Skills/Qualifications

• BA/BS in business or related field preferred.
• 3-5 years’ experience in an office and executive administrative support role.
• Advanced skills in MS Office Suite & Google applications in a business environment.
• Excellent written and verbal communication skills.
• Proactive self-starter.
• Professional demeanor and phone manner.
• Demonstrated ability to multi-task and prioritize.
• Exceptional organizational as well as project and time management skills.
• Proven ability to exercise good judgment.
• Proven collaborator at all levels of an organization.
• Excellent customer relations skills.