Office Coordinator/Sr. Administrative Assistant

Overview:

Supports teams using a wide range of developing professional skills such as scheduling meetings and appointments, coordinating office needs, welcoming visitors and providing general administrative support to our employees. Highly organized, personable and detail-oriented to support company operations and teams.

Responsibilities:

• Prepares meeting agendas for assigned staff, assists with meeting set-up/clean-up which includes ordering lunch and takes minutes as needed
• Schedules and organizes activities such as meetings, travel, conferences and interviews
• Answers phones, distributes mail and processes expense reimbursement for assigned staff
• Under minimal supervision, performs desktop publishing activities of both routine and advanced nature, for reports, correspondence and presentations
• Supports other teams, such as Marketing, with various administrative tasks
• Provides coverage for reception on a regular basis
• Monitors office supplies inventory and places orders
• Reconciles office credit card charges
• Assists in relationships with building management and facility vendors, including cleaning and security services
• Coordinates and plans office activities, such as parties and celebrations
• Serves as an HR touchpoint, such as assisting in the onboarding process and paperwork for new hires
• Coordinates with the Information Technology team with regards to office technology needs
• Demonstrates professionalism by consistently maintaining positive and collaborative attitude with all staff, visitors and clients
• Responsible for opening the office each morning

Qualifications:

• High school education; college level preferred
• Typically with 5+ years of related experience
• Experience in MS Office Suite, including Outlook, Word, Excel, PowerPoint, Salesforce, and Teams
• Knowledge of Adobe software, including InDesign and Illustrator, to create and edit graphic materials and presentations preferred
• General knowledge of Bluebeam software preferred
• Strong interpersonal skills and the ability to interact with all levels of staff
• Ability to maintain appropriate degree of confidentiality and adherence to the practice of business ethics
• Ability to communicate in a clear, concise, and professional manner both verbally and in writing
• Ability to proactively problem-solve and collaborate on innovative solutions
• Ability to work in a team environment
• Ability to prioritize tasks to meet multiple deadlines and respond to changes at short notice
• Ability to work on multiple projects at the same time
• Ability to effectively meet deadlines at expected quality