Office Coordinator / Executive Assistant

Responsibilities

• Executive Assistant Support to Leadership
• Prioritize Outlook calendar management on behalf of supported Partners
• Liaise with other Business Operations team members to coordinate and manage meeting logistics
• Manage payment and tracking of meeting and itinerary changes
• Organize logistics for travel and meetings
• Handle incoming calls, take and pass on messages, deal with calls where appropriate, and ensure urgent calls are dealt with immediately
• Welcome visitors
• Manage all incoming/outgoing mail, packages, and deliveries
• Utilize effective judgement in handling mail, email, correspondence, confidential material, and requests
• Prepare and maintain meeting rooms
• Prepare and serve food and beverages for guests and meetings
• Ensure that office provisions/snack inventory are aligned with budget
• Aid in the planning and execution of events and special, ad hoc projects
• Arrange for visitor and vendor access with security and building management
• Partner with building management on maintenance/service requests
• Communicate and facilitate office needs with the proper channels

Requirements

• Minimum of 3 years of experience with direct administrative support of senior-level team members
• Minimum of 3 years of experience in a reception or concierge role
• Excellent organization, prioritization, written/verbal communication, and analytical skills
• Strong interpersonal and customer service skills
• Proactive with strong attention to detail
• High degree of professionalism and sound judgement with understanding of when and how to escalate issues
• Solution oriented and able to work independently and as part of a team
• High proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook)
• Able to lift and stock office supplies and pantry items