Job Description
The ideal candidate is an energetic, people savvy professional who doesn't mind wearing multiple hats. The candidate is experienced in handling a wide range of administrative duties and employee support-related tasks and able to work independently with little or no supervision. The most successful candidates will have some capacity with being entrepreneurial and nimble as well as be great at implementation and follow-through. The candidate will be comfortable working in a fast-paced environment and have the ability to anticipate needs, prioritize responsibilities, plan, organize and take initiative. Primary responsibilities include taking charge of all administrative duties in the office and ensuring smooth, efficient and safe operations.
Essential Duties and Responsibilities:
• Ensures office policies and procedures are being adhered to by all employees and visitors, and provides general support to visitors.
• Manages relationships and contracts with all office vendors and service providers. • Answers main phone line and directs calls.
• Assists with planning and executing office layouts and systems.
• Plans and executes company events.
• Books travel arrangements and tracks company travel log. • Organizes and schedules meetings and appointments.
• Orders food, sets up and cleans up break rooms, food staging areas and meeting spaces as required.
• Monitors and maintains office supplies inventory.
• Orders company business cards, stationery and nameplates.
• Handles company gifts/condolences, etc.
• Performs clerical duties, such as sorting and distributing mail, distributing expense checks, preparing FedEx envelopes, filing paperwork, creating and posting signs.
• Takes ownership of the accessibility and cleanliness of the lobby, general office areas, conference rooms and break room areas, making sure they are open, clean and well-stocked with supplies during the day and are closed down at night.
• Maintains a safe, secure and pleasant work environment.
• Performs other related duties as assigned.
Skills, Experience, Education, and Abilities:
• A minimum of five (5) years of experience as office manager or related administrative support role supporting senior managers in a fast-paced environment.
• Strong computer skills, including Microsoft Outlook, Word, Excel, PowerPoint and SharePoint.
• Ability to edit and create Word documents containing graphics; manage spreadsheets; send and receive e-mail; research and gather information from the internet, etc.
• Proficiency in typing and the English language, including spelling, punctuation, grammar and oral communication.
• Exercise discretion and a high level of professionalism in handling confidential information.
• Reliable transportation (to be on time to work, pick up lunch, run errands, etc.).
• Exceptional planning and organizational skills with the ability to manage priorities and meet deadlines.
• Independent, self-starter, who is willing to seek increased responsibility.
• Professional appearance and attitude.
• Knowledge of principles and practices of organization, planning, records management and general administration.
• Ability to communicate effectively and manage upwards.
• Ability to operate standard office equipment, including but not limited to, computers, telephone systems, copiers and scanners.
• Strong attention to detail.
• Ability to multi-task.
• Must be very organized.
Intangibles Sought:
• Team-Player
• Pro-active approach to work
• Enthusiasm
• High work standards, well organized and meticulous
• Integrity, commitment and honesty
Physical Demands / Work Environment:
Ability to reach high and low areas and move around the building with ease. Hours are 8 a.m. to 5 p.m. Mon-Friday in the office