Summary
The Administrative Assistant performs administrative functions and activities through ACOE to ensure efficient operations of the Shelton facility and supports the Shelton senior management team through a variety of tasks related to organization. This position will manage the Shelton reception desk, in addition to the administrative functions of the role. This is a full-time position and requires Monday - Friday in the office.
Essential Duties & Responsibilities
Reception
- Welcome guests; determine nature of business; inform employees of guests' arrival; ensure guests are comfortable; issue visitor passes and personal protective equipment
- Answer telephone calls; determine nature of business; forward calls to appropriate personnel
- Maintain, and ensure security of, front lobby/reception area
Office Management / Support
- Assist senior management, including CEO, on a variety of administrative tasks
- Assist with transportation, hotel & travel reservations for senior team/guests
- Assist with TSI Travel Program
- Assist with NOAM Office Supply Program
- Assist with Bank of America expense reporting
- Maintain mailroom, including equipment; receive, sort and route inbound mail/packages
- Maintain and organize front desk supplies
- Coordinate ordering office supplies for Shelton through Company program
- Order, stock, and manage all kitchen/pantry supplies; tidy and maintain office/kitchen/pantry
- Order and set up lunch/refreshments for meetings in office
- Clean, maintain, and keep coffee machines stocked
- Manage relationship with vending machine & coffee vendors
- Make reservations for breakfast/lunch/dinner meetings
- Coordinate conference room reservations
- Various other administrative duties, such as printing, correspondence/documents, scanning, copying
- Assist senior management, including CEO, on a variety of administrative tasks
- Create purchase requisitions
- Maintain fleet cars based at Shelton
- Serve as on-site liaison to HR team; assist with onsite interviews, new employee orientation activities. Support HR compliance activities regarding posting/communicating required documents/forms
Technology Support
- Assist in the maintenance of copiers and other office equipment, including stocking copiers with paper
- Assist with conference room & showroom setup for meetings and work with onsite and remote IT team to troubleshoot connectivity or other technology issues
- Troubleshoot computers, phones, AV equipment, copiers, etc. with onsite and remote IT team
Other
- Other duties or tasks as assigned
Qualifications
- High school diploma or equivalent
- Demonstrated knowledge of Microsoft Office Suite (PowerPoint, Outlook, Word, Excel)
- Demonstrated knowledge of travel scheduling programs
- Organizational, time management, and reporting skills
- Ability to work well under pressure and priority situations
- Professional demeanor
- Reliable - meets deadlines
- Maintains the ability to keep information confidential
- Team player
Supervisory Responsibilities: None
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