Administrative Assistant

Summary

The Administrative Assistant supports daily office needs and general administrative activities. The position also provides support to other General Administration department colleagues.

Job Duties

• Interface appropriately with a broad array of internal and external stakeholders, including senior executives, company employees at all levels, and external vendors.
• Provide administrative support to ensure effective and efficient meetings: gather and organize meeting materials, reserve and set up conference rooms, food catering, and other preparations as needed.
• Coordinate all aspects of travel when requested such as hotel and transportation.
• Order and maintain all office supplies such as paper, envelopes, frequently used shipping forms, business cards, and kitchen supplies.
• Work closely with other General Administration department colleagues to assist with phone coverage, vacation coverage, and critical special projects.
• Answer telephone calls promptly and efficiently; provide information to routine inquires or calls to appropriate staff.
• Greet visitors and ensure they are appropriately hosted and escorted at all times.
• Maintain accurate, up-to-date files of all records assigned to ensure readily accessible to authorized staff.
• Maintain accurate petty cash balance.
• Order and deliver meals.
• Order monthly birthday cards and Starbucks cards, delivery of cards to direct supervisor.
• Maintain strict confidentiality of all business information.
• Provide transportation support using corporate vehicles, including delivery of documents, supplies, and equipment, and shuttling employees or guests.
• Coordinate and manage corporate vehicle usage schedules.
• Oversee corporate vehicle maintenance, including routine servicing, inspections, and cleanliness.
• Perform other duties and projects as assigned.

Qualifications

• At minimum, a high school diploma is required, an associate degree is preferred
• Previous experience in the corporate administrative environment is a plus
• Proficient in Microsoft Office
• Highly organized and detail-oriented
• Ability to prioritize work and meet tight deadlines
• Ability to work independently and as a team
• Have own reliable transportation
• Ability to lift 30 pounds

#HP!