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GENERAL SUMMARY:
We are seeking a dynamic and organized Office Assistant to join our team and provide essential support across various departments. The ideal candidate will be a proactive individual with excellent communication skills and the ability to multitask effectively. This role involves a wide range of responsibilities including front desk support, legal assistance, HR/facilities management, event coordination, accounting support, and acting as a backup to designated personnel during their absence.
KEY RESPONSIBILITIES
Front Desk Support:
· Warmly greet customers and vendors, ensuring a positive experience
· Accept and sign for incoming packages, distributing them promptly
· Assist associates with product purchases and inquiries
· Manage the welcome message displayed on the TV screen
Executive Support:
· Back-up to the Manager for completing administrative tasks for the CEO including: calendar appointments; expense reports; detailed travel plans, itineraries, and agendas; and compile documents for travel-related meetings
Legal Support:
· Code invoices accurately and create purchase orders as required
· Assist in the preparation and coordination of Board of Director meetings
HR/Facilities Support:
· Sort and distribute mail efficiently, ensuring timely delivery
· Manage shipments from the mailroom, organizing and distributing items accordingly
· Place orders for janitorial supplies and maintain inventory
· Serve as the point of contact for towel service, water filtration systems, vending machines, and shred bins
· Code invoices and create purchase orders in accordance with company procedures
Events Team Support:
· Assist coordinating meetings, ensuring all necessary arrangements are in place
· Provide logistical support for company events, both on-site and off-site
· Manage invoicing for Business Travel Allowance (BTA) expenses related to events
Accounting:
· Assist the Accounts Payable (AP) Supervisor with various tasks as needed
Other Responsibilities:
· Assignments may involve work of a confidential and complex nature, necessitating exposure to sensitive information and requiring considerable discretion, judgment, initiative, tact, and diplomacy as well as a practical knowledge of the practices and procedures of the function, general company policies and programs.
· Act as backup to designated personnel, such as the Manager, Executive Administration, during periods of absence or PTO
· Other administrative duties or special projects as assigned
Required Skills
SKILLS/KNOWLEDGE/ABILTIES REQUIRED:
· Proficiency in MS Office Suite (Word, Excel, Outlook and PowerPoint)
· Strong organizational and multitasking skills with keen attention to detail
· Excellent communication and interpersonal abilities
· Ability to work effectively both independently and as part of a team
· Proactive approach to problem-solving and task management
Required Experience
Previous experience in an administrative or office support role preferred