Corporate Administrative Assistant

About the role

The Administrative Assistant I provides entry-level administrative support to departments to ensure efficient daily operations. This role contributes to departmental objectives by performing routine clerical tasks, maintaining organized records, and supporting basic office functions. The position assists staff and leadership by managing administrative details and facilitating communication.

Responsibilities

• Answer incoming phone calls and route to appropriate individual or voicemail.
• Message employees their telephone messages when left on the front desk voicemail.
• Greet walk-ins and scheduled interviewing applicants and coordinate with Supervisors and Human Resources.
• Greet all customers and visitors, determine their needs, and direct them to the proper individual and/or department.
• Cookier and direct customer/visitor meetings.
• Cookier and direct lunch or catering order requests.
• Arrange accommodation for employees, customers/visitors. Work with local hotels and/or vendors to negotiate corporate rates/discounts.
• Order office supplies and/or other requests from employees and/or department managers.
• Organize supply areas room and maintain stock of supplies and printer paper.
• Maintain kitchen and break area supplies.
• Arrange accommodation for employees, customers/visitors. Work with local hotels and/or vendors to negotiate corporate rates/discounts.
• Coordinate and place lunch or catering order requests.
• Arrange accommodation for employees, customers/visitors. Work with local hotels and/or vendors to negotiate corporate rates/discounts.
• Set up and tear down (clean) conference and meeting rooms.
• Keep phone list up to date.
• Sort and distribute all incoming mail; shred or recycle junk mail.
• Distribute incoming packages.
• Outgoing mail.
• Assist other departments as requested or assigned.

Requirements

• High School Diploma or general education degree (GED).
• At least 2 years working in an office support/administration role.
• Excellent verbal and written communication skills, including ability to effectively communicate with others, both internally and externally.
• Advanced knowledge of MS Office (Outlook, Word, Excel, PowerPoint).
• Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing professional customer service.
• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard practices.
• A team player who is willing to jump in and help wherever is needed and always go the extra mile. Must be flexible, organized, and be able to prioritize under pressure.
• Impeccable worth ethic and ability to work independently with little guidance.
• Friendly outgoing personality and willingness to help others.
• Dependable with the ability to produce work with a high level of accuracy and attention to detail.
• Strong sense of ethics, integrity, and good judgement.
• Flexibility (including working hours) and willing to work overtime as needed.
• Very organized individual who can multi-tax and is initiative driven, resourceful and forward thinking.
• Strong interpersonal skills with ability to work effectively with employees at all levels.

Qualifications

• Basic knowledge of office procedures and administrative tasks.
• Proficiency in standard office tools and computer systems.
• Strong attention to detail and organizational skills.
• Ability to follow instructions and perform routine tasks accurately.
• Good verbal and written communication skills.
• Professional demeanor and customer service orientation.

Skills

• Ability to follow instructions and perform repetitive tasks with accuracy.
• Strong attention to detail and organizational capability.
• Ability to manage multiple simple tasks and priorities.
• Ability to sit or stand for extended periods during work activities.
• Ability to lift up to 20 lbs. occasionally.
• Use of fine motor skills for typing, filing, and document handling.

Benefits and Compensation

• We take care of our people. We offer competitive compensation and robust benefits to all full-time team members, including:
• Tuition reimbursement.
• Paid time-off.
• Paid holidays.
• Healthcare insurance & Health Savings Accounts.
• Profit sharing or Annual Incentive Plan Bonus.
• Premium 401(k) plan.