Administrative Assistant

A leading organization is seeking a highly motivated and professional Office Coordinator (or Administrative Assistant) to manage daily operations and perform various administrative duties. This role is pivotal in ensuring smooth office functionality and supporting the needs of the company. The ideal candidate will thrive in a fast-paced corporate environment, demonstrating exceptional organizational and multitasking abilities. This position reports directly to the Senior Executive Assistant.

Key Responsibilities

• Provide comprehensive support across all company functions, responding to priorities and requests.
• Coordinate with recruiters to manage onboarding processes, including welcome kits, badges, parking decals, and restaurant orders.
• Administer corporate accounts such as Staples Advantage, Amazon Business, FedEx, and Pitney Bowes.
• Ensure office equipment is fully operational and supplies are adequately stocked.
• Handle basic financial duties, including monitoring expenditures and managing contracts.
• Oversee printer maintenance, mail distribution, and conference room setups.
• Assist with travel arrangements, scheduling, and preparing presentations for upper management.
• Conduct routine safety and security checks, coordinating repairs as needed.
• Prepare and distribute memos, emails, and letters; manage scheduling and attendance for meetings.
• Assist with expense reports, PO requests, and invoice processing.
• Support the creation of presentations for major company meetings and events.
• Work independently and collaboratively on special and ongoing projects.
• Plan, organize, and manage office meetings and events.
• Maintain and update department contact lists and distribution systems.
• Generate and distribute daily, weekly, and monthly reports.
• Manage multiple project timelines, ensuring files and documents are well-organized.
• Perform other duties as assigned.

Qualifications

• Education: 2-year degree required; 4-year degree preferred.
• Experience: 3-5 years in administrative or office roles within large-scale companies.
• Skills:
• Excellent verbal and written communication.
• Proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word).
• Strong organizational skills and attention to detail.
• Ability to work independently and in a team.
• Professional and respectful interaction with others.
• Strong multitasking abilities in a fast-paced environment.
• Flexibility to adapt to change and manage multiple deadlines.
• Strict confidentiality maintenance is essential.

Physical Requirements

• Regular activities include sitting, standing, walking, using hands, talking, and hearing.
• Ability to use various computer equipment and attend/conduct meetings.
• Occasionally lift and carry files/boxes weighing approximately 10-20 pounds.

This is an in-office role, requiring a presence 5 days a week.

Note: This job description has been anonymized to maintain confidentiality. Further details will be provided during the recruitment process.