Office Administrator

Position Summary

The Office Administrator serves as the face of RAM and a key support resource across multiple departments. This role is central to the day-to-day functioning of our office environment, providing critical administrative support to the executive leadership team including Finance, HR, and Operations functions.

Duties And Responsibilities

• Provide administrative support to the executive leadership team, including the CEO, and other department heads as needed
• Manage and maintain CEO’s calendar, including scheduling meetings, appointments, and resolving conflicts proactively
• Coordinate domestic and international travel arrangements for leadership, including flights, hotels, ground transportation, and itineraries
• Prepare and distribute meeting agendas, materials, presentations, and follow-up correspondence on behalf of leadership
• Take detailed meeting minutes for executive leadership team meetings
• Maintain leadership action item list
• Maintain and update strategic plan documents
• Create and assist leaders with monthly communication plan slide decks
• Cook up and confirm internal and external meetings, including leadership team meetings and client-facing engagements
• Draft, proofread, and send correspondence and communications as directed by leadership
• Handle confidential information with the utmost discretion and professionalism

Front Desk & Office Operations

• Serve as the first point of contact for all visitors, clients, and vendors — greeting guests and directing them appropriately
• Answer, screen, and route incoming phone calls in a professional and friendly manner
• Manage incoming and outgoing mail, packages, and deliveries
• Maintain a clean, organized, and welcoming reception and common office areas
• Order and manage office supplies inventory
• Maintain company LinkedIn page and assist with other public facing communications
• Company-wide communications
• Obtain quotes from vendors

Finance Support

• Aid the Finance team with expense report processing and reconciliation
• Collect and manage receipts from company card holders in a timely manner
• Maintain organized records of financial documents and receipts
• Support accounts payable and receivable processes as needed

Human Resources Support

• Aid HR with new hire onboarding logistics, including workspace setup and document collection
• Help coordinate scheduling for interviews, orientations, and training sessions
• Aid in maintaining employee files and HR documentation as directed
• Support HR initiatives and employee engagement activities

Operations Support

• Aid the Operations team with data entry, reporting, and document management
• Compile and distribute routine operational reports as directed
• Cook up and confirm internal and external meetings, including logistics for internal meetings and company events
• Aid cross-departmental projects and administrative needs as assigned

Requirements

• Required: High school diploma or equivalent required; associate or bachelor’s degree preferred
• 5+ years of experience in an administrative, executive assistant or office management role
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Strong verbal and written communication skills
• Highly organized with the ability to manage competing priorities in a fast-paced environment
• Professional, friendly demeanor with a customer-service mindset
• Ability to handle confidential information with integrity and discretion

PREFERRED

• Experience supporting executive-level or multi-member leadership teams with calendar and scheduling management
• Experience coordinating domestic and/or international travel arrangements
• Familiarity with expense reporting tools or accounting software
• Experience in a multi-department or cross-functional support role
• Notary Public certification (or willingness to obtain)