Administrative Assistant

6 days ago

Norcross, United States Human Resource Dimensions Full time
The Administrative Assistant supports the beMatrix USA team with administrative and facility oversight tasks. They perform a range of clerical and administrative tasks to support daily operations in an office setting. Their duties include supporting the team with special projects, sorting and distributing mail, greeting office visitors, creating reports, booking travel accommodations, and planning/managing onsite events. The Administrative Assistant also works with vendors to ensure a safe and highly functioning office environment.
ESSENTIAL DUTIES AND RESPONSIBILITIES are included in the list below. Other duties may be assigned, as needed.Administrative Support:
  • Provide daily administrative support to the senior management team, including special projects and data entry.
  • Interface with vendors and various internal departments.
  • Organize travel plans and appointments for the team as required.
  • Handle phone calls and emails from customers/clients, directing them to the appropriate staff
  • Create spreadsheets and reports based on company records.
  • Manage calendars, and assist with editing documents, printing, and other general office management tasks.
  • Maintain absolute confidentiality of all sensitive information.
Office Management:
  • Sorting and distributing incoming mail.
  • Managing guest arrivals, including greeting visitors and handling package and mail delivery.
  • Ensuring employees have access to necessary tools by managing supply levels, ordering inventory, and distributing equipment.
  • Maintaining adequate supply levels in the breakroom by ordering and replenishing items.
  • Liaising with maintenance companies to ensure a clean and safe office environment.
Event Planning:
  • Plan and manage in-office events, encompassing food and beverage procurement, logistical setup, and post-event cleanup.
  • Provide assistance in compiling and distributing meeting materials.
Project Assistance:
  • Provide assistance to the Human Resources department on special projects as required.
  • Maintain and update databases and records for financial, personnel, and other relevant data.
  • Support bookkeeping and budgeting processes as needed.
  • Manage purchase orders and partner billing/invoices. Order services as required.
  • Prepare and disseminate reports and communications.

QUALIFICATIONS:
  • Self-starter attitude with the ability to work independently and manage tasks effectively with little to no supervision.
  • Have a positive attitude that aligns with our beMatrix’s operating values, which include operating with honesty and integrity, and in a spirit of teamwork and respect.
  • Demonstrate an eagerness to solve problems and build positive relationships with team members and clients.
  • Highly organized, able to manage priorities and multiple tasks simultaneously.
  • Strong problem solving, computer and analytical skills.
  • Strong time management skills with the ability to manage multiple projects simultaneously and meet deadlines.
  • Superior oral, written and interpersonal communication skills.
  • Strong integrity, dependability, and the ability to maintain confidentiality.
  • Advanced proficiency in Microsoft Office – Outlook, Word and Excel.

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