Administrative Assistant and Receptionist

As an Administrative Assistant you will sit at the front reception desk where your goal is to create a warm, welcoming and inviting environment for high-value customers, suppliers, job candidates and employees at our corporate office. You’ll also perform administrative duties including data entry, project tracking, answering phones, scheduling meetings, compiling automated reports, and spreadsheets for primarily the corporate communications and events department in addition to other groups at the corporate office as needed. #LI-MD1 #LI-Onsite

Schedule: Primarily Monday through Friday 8:00a - 4:30p

You will do this by:

• Notifying internal employees of guest arrivals immediately and maintaining positive and professional visitor flow
• Managing the intake and notification of incoming mail and packages via the front lobby
• Maintaining a clean, professional, and welcoming environment in the main lobby at all times - ensuring the TVs are on and tuned to the appropriate videos or channels
• Acting as the primary point of contact for ordering/inventory of office supplies
• Providing support to corporate communications to include:
  • Project tracking - maintaining workflows in Monday.com
  • Event support - owning the employee events calendar, creating and managing Google Forms for event registration and RSVP tracking
  • Production support - coordinating scheduling for the corporate auditorium use and video shoots, hands on support for large-scale employee events
  • Executive support - assisting the VP of Corporate Communications with specific tasks
  • Administrative support - providing admin support to the management team, including but are not limited to preparing, drafting, composing or editing incoming/outgoing correspondence, expense reports, travel and other documents as requested
• Responding to internal customer questions and requests; may serve as administrative liaison regarding administrative issues related to purchasing, personnel, events, facilities and operations

The above statements are intended only to describe the general nature of the job and should not be construed as an all-inclusive list of position responsibilities.

You are the kind of person who is/has:

• enthusiastic and inviting with a penchant for high level customer service
• able to work in an environment with interruptions while maintaining detail orientation
• able to multi-task and open to learning and taking on new projects

Qualifications:

• High School Diploma or equivalent
• At least 3 years of experience in an administrative support role
• Proficient computer skills with Microsoft Office (e.g. Word, Excel, Powerpoint) AND/OR Google Suite (e.g. Docs, Sheets, Slides)
• Experience with project management software preferred
• Ability to learn other software programs associated with assigned work
• Ability to perform independent work with limited supervision
• Ability to manage multiple priorities in a fast-paced, work environment
• Strong attention to detail
• Demonstrated written and verbal communication skills communicating with employees at all levels, in addition to internal and external customers and vendors
• Problem solving skills, demonstrated organizational, and time management skills
• Fluent in English and primary language used in area of responsibility and/or location

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.