Administrative/Office Support

Shift: Mon - Fri (08:00 AM - 05:00 PM)

Responsibilities:

• Provide administrative and operational support to the Headquarters (HQ) office.
• Coordinate meetings, including room setup and ensuring meeting spaces are properly equipped with necessary technology, supplies, and materials.
• Manage food and beverage arrangements for meetings and events held at HQ.
• Assist with a variety of day-to-day administrative tasks to support the smooth operation of the office.
• Check the calendars the night prior to know what meetings are taking place the following day.
• Check the Admin Planning Calendar | Logistics to see what needs to be done the following morning in order to prepare for the day’s meetings.
• Work closely with the Executive Assistant that coordinates all of the meetings at HQ.

Duties to be performed:

• Coffee Duties:
  • Routine cleaning
  • Warm up pots
  • Make coffee
  • Deliver coffee
  • Retrieve coffee
• Signage for meetings:
  • Creating
  • Distribution
  • Retrieving
• Stock snack carousels, mini refrigerators, and supplies for meetings (flip charts, markers, white board markers, etc.).
• Meeting Room Setup.
• Assist with catering placement.
• Mail (assist receptionist):
  • Pickup / Take down
  • Distribution of important mail items
  • Take FedEx packages to 1st Floor
• Supplies:
  • Take inventory
  • Put Stock Away
  • Keep supply room neat
• Stock copy paper / toner at all copy machines.
• Stock all kitchenettes.
• Stock napkin holders in cafeteria.
• Other administrative duties as assigned.

Requirements:

• Highly proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Detail-oriented, accurate, and able to prioritize multiple projects with a 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.