The Administrative Assistant serves as the first point of contact for visitors and employees in the executive offices, providing a welcoming and professional presence. This role is responsible for a variety of administrative and front office tasks, including onboarding new employees, managing select company vendors, and assisting with mailings and small shipments. This position will manage catering for on-site meetings, answers incoming switchboard calls, and ensures a smooth and organized office environment. As a key representative of the company, this individual plays a crucial role in creating a positive first impression for both visitors and employees.
Success in this role requires an efficient, professional, and resourceful individual who is personable, enthusiastic, and detail-oriented. The ideal candidate will excel at multitasking, think proactively, and demonstrate a strong willingness to learn and adapt in a dynamic environment.
ResponsibilitiesKey Accountabilities:
Welcomes and assists all visitors, including professionals, sales representatives, applicants, auditors, and vendors, ensuring a positive first impression. Notifies the appropriate employee and ensures visitors are escorted throughout the campusManages employee and visitor badges, inclusive of issuing badges, supporting with replacements for lost IDs and maintaining accurate records in the visitor badge logAssist HR team in onboarding new employees, including issuing new hire badges, support with i9 verification, and serve as back up for onboarding supportSupport employee engagement events by assisting with planning, coordination, and on-site executionAnswers and manages incoming switchboard calls—screening, transferring, assisting callers with inquiries, and taking messages as neededMaintains switchboard database with frequently dialed numbers on RING and assists in implementing emergency telephone procedures as neededOversees office supply inventory, placing orders as needed to ensure a well-stocked and organized workspaceSorts and distributes incoming and interoffice mail; asists with mailings of letters and packages for varying projectsCoordinates catering services for meetings and luncheons, handling order placement, setup, and teardown across the campusCollaborates with vendors regarding stocking, service calls and follow-ups to ensure smooth operationsAssists with other administrative duties and special projects as assigned
Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
Networking/Key Relationships:
The role will interact with every department in the company worldwide as well as customers, vendors and visitors.
Skills & Capabilities:
Strong written and verbal communication skills, with a professional and articulate approachHighly organized with excellent attention to detail.Ability to multitask effectively in a fast-paced environment.Resourceful problem-solver with a proactive mindsetProficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Forms), switchboard operation, and ID badge processingSkilled in troubleshooting and resolving practical problems with sound judgmentExecute instructions in written, verbal, or diagram form Ability to deal with problems in standardized situationsAbility to carry out duties in various buildings across campusFlexible and adaptable to shifting priorities, last-minute changes, and evolving responsibilities QualificationsMinimum Knowledge & Experience Required for the Position:
Education: HS diploma or equivalent.Experience: 4- 7 years of administrative experience.Management has the discretion of substituting relevant work experience for a degree and/or making exceptions to the years of experience requirement.
Travel requirements:
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