Administrative Assistant On-Site

Description

• Greeting and directing visitors; providing general company information ensuring a welcoming and professional front-office environment.
• Receiving sorting and distributing incoming mail and packages; preparing and sending outgoing correspondence.
• Monitor department-level email inboxes and route emails to the proper person.
• Scanning organizing and maintaining both digital and hard copy filing systems; ensuring accuracy version control and compliance with document retention policies.
• Coordinating travel arrangements and supporting event logistics for staff and leadership teams.
• Coordinating and arranging meetings including scheduling preparing agendas assembling materials taking minutes and following up on action items; reserving conference rooms and ensuring technology setup.
• Maintaining office supply inventory; forecasting needs tracking orders managing vendor relationships and reconciling related invoices.
• Overseeing general office maintenance and appearance; coordinating with building management vendors and IT for repairs and facility support.
• Assisting with onboarding of new staff setting up and shipping workstations preparing orientation materials scheduling training sessions and ensuring smooth transitions for new hires.
• Handling confidential and sensitive information with discretion maintaining compliance with HR and data privacy standards.
• Participating in special projects such as policy updates office moves event planning or process improvement initiatives.
• Data entry and word processing.
• Assist in timesheet collection and filing.
• Perform other duties as assigned.

• Strong written and verbal communication skills.
• Excellent organizational and problem-solving abilities.
• Ability to manage multiple priorities and deadlines independently.
• Proficiency with Microsoft Office Suite (Word Excel Outlook PowerPoint) and digital communication platforms (CMS CRM intranet).
• Initiative flexibility and willingness to learn new skills.

• Associates degree (A.A.) or equivalent from a two-year college or technical school; or a minimum of one year of related experience and/or training; or equivalent combination of education and experience.