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Administrative/Office Assistant

The Administrative/Office Assistant will be responsible for managing general day-to-day office operations and providing administrative support to the leadership team. This position is heavily focused on coordinating, communicating, calendar management, executive logistics, special projects and other types of administrative support. The ideal candidate for this position must be comfortable handling a wide variety of activities, be flexible and reliable, have poise in communicating internally and externally and enjoy working as part of a fun, fast-paced team.
 
This role reports directly to the Chief People Officer.
 
Responsibilities:
 
  • Maintain clean and organized conference rooms, reception areas and common spaces; ensure kitchens are clean and stocked with food, beverages and needed supplies on a daily basis; manage vending machines as needed.
  • Provide administrative support to senior executives and provide backup support to other EAs during periods of high activity, vacations, etc.
  • Answer incoming calls, greet visitors and guests; ensure proper meeting room preparation, including catering on and off site, etc.
  • Manage relationships with vendors, service providers and manage office equipment contracts (in partnership with Facilities, Finance, IT and Legal) and price negotiations.
  • Manage office supply ordering, monitor and stay within budget, secure necessary approvals and process supply requests.
  • Contribute to a variety of tasks and projects in support of efficient office operations.
  • Serve as back up for facilities related matters and complete other administrative duties as needed.
  • Proactively manage several complex calendars. Respond quickly and professionally to high volume of scheduling requests and changes. Assist with preparing meeting materials where required.
  • Coordinate and organize international and domestic travel, prepare agendas, itineraries and other materials.
  • Manage meeting planning and logistics, including A/V equipment, catering, meeting supplies and materials.
  • Manage contacts and collaborate with a variety of internal and external individuals (vendors, partners, team members, etc.). 
  • Create and manage POs for HR and Admin teams.
  • Assist with reconciling corporate credit card on a monthly basis; upload backup and receipts, track down missing receipts and resolve unknown charges.
  • Assist with organizing and coordinating company activities, including town-hall meetings and various team events (holiday party, summer outing, team luncheons, etc.).
 
Skills and Experience:
 
  • Bachelor’s Degree or equivalent and 1-3 years of experience with increasing levels of responsibility and independence in a professional office setting.
  • Excellent time-management, organizational and communication skills.
  • Comfortable working in a fast-paced work environment where demands may need to be reprioritized frequently.
  • Strong customer service skills and attention to detail.
  • Proficient with MS Office applications.
  • Experience in handling confidential information.
  • Self-directed, reliable and work towards objectives with a sense of urgency.
  • Strong MS Word, Excel, PowerPoint and Outlook skills required.
  • Experience with Concur Business Travel & Expense Software helpful.
  • Positive attitude and “whatever it takes” approach to problem-solving.