Administrative Assistant

Summary:

Work Mode: Hybrid schedule requirement of a minimum of 3 days per week

• Due to business need this role requires a specific start date 10/12/2026 and will require candidates that can meet the outlined start date.
• Proven ability to operate independently in an onsite environment while also collaborating effectively with broader teams.

Responsibilities:

• Coordinate end-to-end new hire onboarding support, including equipment and technology ordering, badge and building access setup, and on-site support to ensure a seamless day-one (and beyond) experience.
• Serve as an onsite point of contact for scheduling, workspace coordination, and in-office needs.
• Plan and support meetings, events, and leadership sessions, including room bookings, materials, catering, and logistics.
• Provide day-to-day administrative support to executives and/or teams, including onboarding resources support, calendar management, meeting coordination, and travel logistics.
• Manage expense reports, purchase requests, and vendor coordination as needed.
• Coordinate visitor access, onboarding logistics, and onboarding support for new hires.
• Maintain organization of shared documents, trackers, and administrative processes.
• Proactively identify and resolve scheduling conflicts or operational challenges.
• May order supplies through GEPSmart for floor needs.
• Assist with event planning, including food orders, arranging conference rooms, and coordinating with tech support.
• Plan executive travel including hotel, transportation, and restaurant reservations as necessary.
• Manage expense reports on a monthly basis using Concur.
• Manage building access for executives, teammates, and visitors as necessary.

Requirements:

• Minimum 3 years of administrative or office support experience, preferably in a corporate environment.
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent communication and interpersonal skills.
• Adept at using a variety of software programs and applications and can help find solutions for moderately difficult issues (Concur, MS TEAMS, My Facility, visitor registration, ARM, GEP Smart, etc.).
• High level of professionalism and ability to handle sensitive information with discretion.
• Proficiency in Microsoft Office (Outlook, Teams, Excel, PowerPoint).
• Ability to work onsite and provide hands-on support as needed.

Preferred Skills:

• Demonstrated experience providing onsite support to senior leaders and/or multiple executives, ensuring seamless day-to-day operations in the office.
• Strong problem-solving skills with the ability to anticipate and address onsite needs proactively.
• Experience coordinating onsite events, large meetings, and in-office logistics, including setup and execution.