Administrative/Office Support IV (Indirect)-Contingent Worker

SHIFT: Mon - Fri(08:00 AM - 05:00 PM

*- Candidates must be able to work in a fast-paced environment, moving between multiple floors and meeting rooms ensuring beverages and equipment are set-up properly for meetings. Possible temporary to permanent position

This position reports directly to the Executive Assistant.

Description: As an Office Support Assistant , you will provide administrative and operational support to the Headquarters (HQ) office. This role is responsible for coordinating meetings, including room setup and ensuring meeting spaces are properly equipped with the necessary technology, supplies, and materials. The position may also need to manage food and beverage arrangements for meetings and events held at HQ, helping to ensure professional and efficient experience for employees and visitors. Additionally, the Office Support Assistant will assist with a variety of day-to-day administrative tasks to support the smooth operation of the office.

Responsibilities

- Check the calendars the night prior to know what meetings are taking place the following day. Will also help determine the time you need to arrive to perform the necessary duties

- Check the Admin Planning Calendar | Logistics to see what needs to be done the following morning in order to prepare for the days meetings

- You will work closely with the Executive Assistant that coordinates all of the meetings at HQ.

Duties to be performed

1. Coffee Duties
   1. Routine cleaning
   2. warm up pots
   3. make coffee
   4. deliver coffee
   5. retrieve coffee

Duties to be performed (contd)

2. Signage for meetings
   1. Creating
   2. Distribution
   3. Retrieving
      
3. Stock snack carousels, mini refrigerators, supplies for meetings (flip charts, markers, white board markers, etc.)
   
4. Meeting Room Set Up
   
5. Assist with catering placement
   
6. Mail (assist receptionist)
   1. Pickup / Take down
   2. Distribution of important mail items
   3. Take Fed Ex packages to 1 ^st Floor
      
7. Supplies
   1. Take inventory
   2. Put Stock Away
   3. Keep supply room neat
      
8. Stock copy paper / toner at all copy machines
   
9. Stock all kitchenettes
   
10. Stock napkin holders in cafeteria
    
11. Other administrative duties

REQUIREMENTS:

• Highly proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Detail oriented, accurate, and able to prioritize multiple projects with high level of effectiveness
• Strong organizational skills
• Proactive, self-motivated, self-directed, and flexible
• Strong commitment to integrity and professionalism as you will be working with employees, customers, senior executives, etc.