RESPONSIBILITIES

• Answer and route incoming phone calls to the appropriate parties.
• Maintain courteous and professional communication via phone email and mail.
• Organize and schedule meetings appointments and conference calls.
• Maintain up-to-date contact lists and calendars.
• Coordinate meeting logistics and prepare detailed meeting minutes as needed.
• Perform mail runs three times per week and manage incoming/outgoing mail and deliveries.
• Run occasional work-related errands as assigned.
• Support planning and execution of company events.
• Assist with the creation and formatting of company documents presentations and flyers.
• Help maintain cleanliness and organization in shared areas (coffee stations Staff Lounge executive restroom).
• Draft and distribute internal communications including memos emails letters faxes and forms.
• Prepare routine reports and assist with ad hoc reporting needs.
• Develop and manage organized digital filing systems.
• Monitor and maintain office supply inventory; research vendors place orders and track deliveries.
• Utilize Excel to maintain inventory logs and track usage trends.
• Make travel arrangements including flights lodging ground transportation and dining reservations.
• Manage company Google Business profiles; update information and respond to customer reviews promptly and professionally.
• Prepare and reconcile expense reports.
• Welcome and assist visitors in a friendly and professional manner.
• Handle confidential and sensitive information with discretion.
• Support executives and senior leaders with administrative tasks and requests.
• Assist with various HR or administrative projects and tasks as needed.

REQUIREMENTS

• High school diploma required; associate degree in a related field preferred.
• Minimum of 3 years of experience in an administrative or support role.
• Strong knowledge of office management practices and procedures.
• Proficient with standard office equipment (e.g. printers copiers fax machines).
• Advanced proficiency in Microsoft Office Suite (Word Excel PowerPoint).
• Excellent time management and prioritization skills.
• High attention to detail and strong problem-solving abilities.
• Outstanding written and verbal communication skills.
• Exceptional organizational skills with the ability to multitask and meet deadlines.
• Proactive self-starter with strong initiative.
• Creativity and artistic abilities are a plus.
• Must be able to maintain confidentiality and exercise discretion at all times.

PHYSICAL AND MENTAL REQUIREMENTS

• Ability to sit or stand for extended periods.
• Must be able to lift up to 20 pounds occasionally (e.g. supply boxes mail bins).
• Must be able to walk to perform errands or mail runs within and outside of the office.
• Requires the ability to focus prioritize and complete tasks in a fast-paced environment.
• Must be comfortable handling multiple tasks and shifting priorities with minimal supervision.
• Requires strong judgment emotional maturity and the ability to manage confidential information responsibly.

We are an Equal Opportunity Employer and committed to providing reasonable accommodations to individuals with disabilities. If you require accommodations during the application or interview process please contact