This position provides administrative support for projects and office locations/departments. Responsibilities for these individuals may vary based on assignment. This is a Full-Time role with 40 hours per week expected.
Essential Duties and Responsibilities:
Responsibilities related to office/department support could include any of the following – all should be considered “as appropriate/assigned”:
Take calls placed to office location, provide information, and/or direct/forward appropriately. Operate and maintain phone system.
Greet/direct/assist office/department visitors (both internal and external).
Provide assistance in various internal initiatives (including event/meeting set up, safety initiatives, or other).
Coordinate meetings, lunches, travel, and seminars/conferences including all logistical arrangements.
Department/Office/Client Development related expense and invoice coordination, including coding and submission to Finance.
Create and maintain spreadsheets/documentation in order to track usage, purchase orders, and other statistical items as associated with office location/department.
Responsible for office supplies: ordering and maintaining business and office supplies through a company-designated source.
Prepares out-going mail, UPS Shipments, and arranging for courier services.
Operates and maintains copiers, binding equipment, postage machine, and other various business equipment,.
Prepare and assist with various power point presentations, forms, signs/flyers, SOQ and RFQ preparation (including printing, binding, and delivering submissions as needed), and statistical reports.
Participate in production meetings, produce meeting minutes, generate/compile operations reporting.
Other administrative duties, as assigned.
Responsibilities related to Client Development Support – all should be considered “as appropriate/assigned”:
Support service delivery teams by arranging and delivering consistent client gifts and appreciation items to maintain strong relationships.
Help schedule meetings/lunch n learn with new and existing clients. Working with clients office admin
Maintain and organize inventory of swag, event décor, marketing materials, and client giveaways to ensure readiness and consistency.
Required Skills and Competencies:
Demonstrated ability to organize and prioritize multiple tasks efficiently and simultaneously with minimal supervision.
Strong analytical and problem-solving skills.
Accurate typing and data entry skills.
Good communication/customer service skills via telephone, e-mail, and in-person interactions.
Ability to maintain flexibility in stressful peak times.
Ability to read and check for appropriate use of English language in documentation and correspondence.
Ability to read and comprehend instructions and correspondence.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Minimum Qualifications:
High school diploma or equivalent, some post-secondary education preferred
at least 1 year of administration experience preferred
Valid drivers license and acceptable driving record
Microsoft Office Suite experience required, additional database experience preferred
