Administrative Assistant

General FunctionOrganizes, coordinates, and implements office processes and procedures in order to ensure organizational effectiveness and efficiency. Supports print device and mail services, office and supply inventory mgt, conference room/AV support and general office admin support. Energetic, experienced professional who is able to wear multiple hats. Needs experience in handling a wide range of administrative and executive support-related tasks and is able to work independently. Well-organized, flexible, and enjoys the administrative challenges of supporting an office of diverse employees.Major Duties And ResponsibilitiesPrint Device & Mail/Shipping & Receiving ServicesPrint DeviceDeliver paper for office equipment such as printers, copiers and fax machinesFirst responder for a print device issuesEnsure proper maintenance and usage of all equipment and supplies.Mail/Shipping & ReceivingVerify, sign and record all incoming/outgoing Accountable Mail, i.e., FedEx, DHL, UPS, Express, Registered, Certified, Insured and Custom Design Mail.Deliver and obtain signature for all Accountable Mail piecesHandle "rush" pick-up/delivery requests for internal and outgoing correspondence (Business use only)Maintain and provide specialized mailing forms or direct employees to location online i.e. Express, Registered, Certified and InsuredDaily interaction with other vendors to ensure that procedures and work standards relating to Mail Center operations are maintained (ex. FedEx, DHL, USPS, UPS, Couriers, Neopost, Staples, Iron Mountain,).Provide vendors with updated address to improve accuracy of incoming mailingsConference Room SupportCoordinate with IT to ensure proper maintenance and usage of all equipment and suppliesCoordinate with executive staff/HR to close conference rooms for executive use when neededOffice & Food Supply ManagementEstablish and maintain par levels for all required basic office supplies throughout the buildingManage plant and food vendorsManage supply storage areas for distribution among all floors.Maintain clean and organized Supply stops and Storage areas where applicable (Copier/Kitchenette Room)Responsible for the acquisition of conference room supplies (pens, notepads, flip chart pads and pens, dry erasers, etc.).Work with janitorial staff to maintain, clean,organize and re-fill coffee and water machines on all floors.Maintain par levels for all required coffee and water supplies throughout the buildingOffice Support ServicesAssist with special projects as needed e.g. employee restacks, desk movesPreparing business correspondence, agendas, and presentations, typically using Microsoft Office (Word, Excel, PowerPoint, Access, Outlook)Scheduling and coordinating large meetings, events and other similar activitiesCoordination of executive approvals, planning, space, set-up, build-out/install, building/other group communications, deliveries, and vendors· Assisting employees on approved building vendor lists (catering for meetings, AV setup, photographers, decorators, etc)Oversee daily attendance and help employees with desk reservationsOffice Maintenance ServicesOnsite coordination for Maintenance vendors (Janitorial, HVAC, Fire Inspections, Pest Control, etc.)General / CommunicationIdentify, evaluate, research, and recommend solutions to office services related issues and problems.Coordinating between departments and operating units in resolving day-to-day administrative and operational problemsAssisting with all aspects of administrative management, directory maintenance, logistics, equipment and storageActively participate in Emergency Fire Warden Safety program for campus locations.Basic QualificationsBachelor’s Degree from accredited institutionMinimum 3-5 years of administrative experienceSkillsExceptional customer service skillsExcellent interpersonal and communication skills (written and verbal)Ability to handle multiple tasks, projects with competing priorities and tight deadlines (Priortizing tasks based on importance and urgency)Strong organizational skillsAcute attention to detailStrong adaptability, flexibility and resourcefulness while maintaining a professional attitudeMust be a team playerProficient in Microsoft Office (Word, Powerpoint, Excel)Tech SavvyMust be able to lift 50 poundsAbout Us:Founded in 2009, IntelliPro stands as a global leader in talent acquisition and HR solutions. Our commitment to delivering unparalleled service to clients, fostering employee growth, and building enduring partnerships sets us apart. With a dynamic presence in the USA, China, Canada, Singapore, Philippines, UK, India, Netherlands, and Germany, we continue to lead the way in global talent solutions.IntelliPro, a global leader in connecting individuals with rewarding employment opportunities, is dedicated to understanding your career aspirations. As an Equal Opportunity Employer, IntelliPro values diversity and does not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or any other legally protected group status. Moreover, our Inclusivity Commitment emphasizes embracing candidates of all abilities and ensures that our hiring and interview processes accommodate the needs of all applicants. Learn more about our commitment to diversity and inclusivity at https://intelliprogroup.com/.Compensation: The pay offered to a successful candidate will be determined by various factors, including education, work experience, location, job responsibilities, certifications, and more. Additionally, IntelliPro provides a comprehensive benefits package, all subject to eligibility.

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