Administrative Assistant

Job Description:

SKILLS THE CANDIDATES MUST HAVE :
Specific Skills Needed: below is a brief description
• Event planning, reservation management, and on-site support
• Coffee, Nespresso, water equipment and plant maintenance and oversight
• Food service operations
• Office and kitchen supply inventory management
• Special projects (executive visits, desk equipment relocations, space adjustments, EA task ownership)
• Administrative services, including, but not limited to:
• Conference room administration
• Team-specific supply orders
• Shipping and printing requests
• Business card and gift card orders
• Locker assignments

GENERAL FUNCTION:
The Office Administrator organizes, coordinates and implements office process and procedures in order to ensure organizational effectiveness and efficiency. This role will support print device and mail services, office and supply inventory management, conference room/AV support and general office administration. Energetic experienced professional who can wear multiple hats. Needs experience in handling a wide range of administrative and executive support related tasks and able to work independently. Well organized, flexible and enjoys the administrative challenges of supporting an office of diverse employees.

CONFERENCE CENTER SUPPORT:
• Coordinate audio-visual equipment and prepare facility for meeting (including Skype, WebEx, teleconference and VTC)
• Prepares coffee and set out snacks as needed
OFFICE & FOOD SUPPLY MANAGEMENT
• Establish and maintain par levels for all required basic office supplies, including water and coffee, throughout the building
• Manage, maintain, clean, and organize Supply stops and Storage areas, including re-fill of coffee and water machines (Copier/Kitchenette)
• Responsible for the acquisition of conference room supplies (snacks, pens, notepads, flip chart)
OFFICE SUPPORT SERVICES
• Assist with special projects as needed e.g. employee desk moves
• Create and maintain office phone list and desk assignments
• Track "Customer” personnel moves
• Preparing business correspondence, agendas, and presentations, using Microsoft Office
• Scheduling, coordinating and catering ordering for meetings, events and other similar activities

GENERAL / COMMUNICATION :
• Identify, evaluate, research, and recommend solutions to office services related issues
• Coordinating between departments and operating units in resolving day-to-day administrative issues
• Assisting with administrative management, directory maintenance, logistics, equipment and storage
• Actively participate in Emergency Fire Warden Safety program for campus locations