Office Administrative Assistant

Long Description

Provide comprehensive administrative, operational, and logistical support across multiple departments to ensure efficient daily operations, secure facility access, effective communication, and high-quality coordination of meetings, events, and employee services. Maintain professionalism, confidentiality, and organizational excellence while supporting leadership and contributing to a positive workplace culture.

MAIN FUNCTIONS:

• Coordinate and schedule meetings, video conferences, staff reviews, skip-levels, and leadership sessions.
• Arrange domestic and international travel itineraries for executives and employees.
• Support office management: maintaining inventory of supplies, kitchen areas, conference rooms, and lobby.
• Manage shipping/receiving operations (FedEx, USPS), including outbound shipments of documents, parts, and samples.
• Oversee OnGuard badge system: new hire setup, deactivation, time zone configuration, semi-annual badge audits.
• Administer Total Connect system for burglar alarm passcodes and employee setup/deactivation.
• Serve as primary contact for overnight/weekend burglar/fire alarm alerts.
• Support purchasing activities: onboard new suppliers, process PRs, obtain quotes, maintain inventory, manage R&D snack budget.
• Coordinate expos, Town Halls, OEM/supplier visits, and employee events (luncheons, holiday gatherings).
• Maintain phone lists, organizational charts, business cards, name plates, and onboarding administrative tasks.
• Assist in managing employee vacation schedules and support staffing continuity.
• Assist with facilities coordination, preventive maintenance, contractor scheduling, and outage communications.
• Respond to recurring information requests and perform confidential administrative duties.

TRAINING & SPECIFIC KNOWLEDGE:

• Strong administrative and office management knowledge.
• Understanding of security systems (OnGuard, Total Connect).
• Familiarity with logistics, purchasing workflows, and event coordination.
• Knowledge of facility operations and contractor coordination.

EXPERIENCE:

• 1-3 years professional administrative experience.
• Experience supporting multiple departments and leadership levels.

TECHNICAL COMPETENCES:

• Highly skilled in Microsoft Office applications.
• Proficiency with access control systems (OnGuard), alarm systems (Total Connect).
• Strong organizational, scheduling, and logistics coordination skills.

PERSONAL COMPETENCES:

• Excellent verbal and written communication.
• High discretion and ability to work with confidential information.
• Ability to multitask with frequent interruptions.
• Professionalism under stressful situations.
• Strong attention to detail and follow-through.
• Ability to interact effectively with all levels of employees and management.