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Administrative Specialist

2 months ago

Philadelphia, United States IONOS Full time

Job Purpose:

In this highly visible position you will perform a wide variety of administrative and operational tasks in support of the company’s operational objectives. Use strong organizational and computer skills to support the administrative needs of the office and staff leadership. This is a role that interfaces with all levels of management and employees and will offer the individual opportunities to take on additional responsibilities as well as tactical flexibility to determine how tasks are accomplished


Responsibilities:

  • Handle and accurately direct incoming calls and greet office visitors while maintaining the visitor log; function as point person for reception area.
  • Provide superior levels of broad administrative assistance to local management including calendar management, travel and expense processes, presentation creation, etc.
  • Provide full administrative support to sales team for event preparation including but not limited to shipping/packing, conference room scheduling and preparation, & reservation coordination
  • Assist with vendor management and make recommendations on service Serve as main contact with Building Management for issuing and terminating Employee Access Badges
  • Monitor Security camera for front desk area and review footage as needed
  • Prepare highly engaging presentations for meetings using Powerpoint and/or comparable applications
  • Assist in planning coordinating employee events, such as the company summer and holiday parties
  • Maintain supply inventory for office; determine what products would best serve company needs
  • Maintain common area for employees including interfacing with appropriate vendors.
  • Use strong Office skills to prepare correspondence and mailings
  • Assist the Human Resources department as requested with support for projects such as employee mailings and file maintenance.
  • Serve as a secondary contact to Facility Supervisor for issues pertaining to Property/Building management. Be able to us best judgement to determine which issues can be handled independently from Facilities Supervisor
  • Function as an active and integral member of the Site Safety Team
  • Scan incoming mail to appropriate employees


Required Qualifications:

  • High school diploma or GED required; Associate’s Degree or equivalent preferred
  • 1-3 years of experience functioning as an administrative assistant, office administrator, reception or in a related field
  • Experience using Google Apps including Google Docs and Google Sheets strongly preferred
  • Strong organizational skills with the ability to understand and make recommendations to improve processes; as well as create new and efficient administrative processes where none exist, performing research and/or interacting with other departments as necessary.
  • The ability to understand assigned tasks and projects of moderate administrative complexity, develop a plan for successfully completing project, and work towards goal with limited oversight.
  • Ability to understand the broader administrative requirements of the management staff, understand where you can add value and volunteer and take on new processes.
  • Professional experience in Microsoft Word with the ability to craft and edit documents that would be suitable for broader audiences; assist with internal company communications
  • Strong Powerpoint design skills with the ability to create professional, visually appealing presentations for suitable for both internal and external audiences.
  • Exceptional communication skills with the ability to interact successfully with a wide variety of levels of management.
  • The ability to access company networks and perform certain job functions remotely on occasion as deemed necessary


Physical Requirements and Working Conditions

  • Ability and willingness to work in our Center City Philadelphia office 5 days/week
  • Sitting and standing for extended periods of time in an office setting
  • Spend extended hours in front of a computer screen
  • Ability to operate basic office machinery (e.g. printers)
  • Ability to lift objects up to 20 lbs.


Disclaimer:

This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this position. This job description is subject to change, but remains in effect until superseded in writing by the Company.

Equal Opportunity Employer. We do not discriminate on the basis of any status protected by law.