Office Administrator

3 weeks ago

Philadelphia, United States National Disease Research Interchange Full time

The Office Administrator will report directly to the Chief Financial Officer, V.P., Administration. He/she’s primary responsibility is to act as the first point of contact for the President/CEO with internal and external clients and to provide support in a one-on-one working relationship. Additionally, he/she will be responsible for various duties for the Chief Financial Officer, V.P., Administration and will provide support for office administration tasks.

The Office Administrator will serve as a liaison to the NDRI Board of Directors and NDRI Executive Management team. The position requires the ability to exercise good judgment in diverse situations. Strong written and verbal communication abilities are essential.
- **Responsibilities
- CEO/President**_
- Completes a broad variety of administrative tasks for the President & CEO including managing an active calendar of appointments; expense reports; composing and preparing correspondence that is sometimes confidential; arranging travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Act as a liaison and provide support to the NDRI Board of Directors. He/she will plan, organize, and coordinate all logistics for Board meetings (2x year) to include Board Dinner, Board Meeting, lodging, draft agendas; develop, compile, and distribute presentation materials before meetings.
- Plans, coordinates, and ensures the CEO's schedule is followed and respected.
- Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
- Work closely and effectively with CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
- Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects, and other documents in support of objectives for the organization.
- Completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the organization.
- Develop and maintain an efficient documentation and filing system.
- Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the operations of the organization.
- Ability to anticipate the needs and preferences of the President/CEO; having the foresight to predict and plan.
- **Responsibilities - CFO & VP, Administration**_
- Assist in the coordination of all aspect of Executive Management Team meetings.
- Assist in the execution of the Finance Audit Committee and Board meeting; such as schedule meetings and material coordination.
- Provide minutes for the Finance and Audit Committee and Board meetings.
- Assist in the distribution of weekly Key Performance Indicators (KPIs)
- Document Credit Card purchases by the Executive Team for reconciliation by the accounting department.
- Act as the point of contact for all NDRI colleagues for the administration of the office.
- **Responsibilities - Office Administration**_
- Provide direct administrative support as needed, including scheduling appointments, meetings, and events; booking travel; maintaining file systems; mailing and shipping packages; and updating contacts database and employee lists.
- Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate food deliveries when requested.
- Primary Point of Contact to utilize Building Management’s portal for service and visitor requests while establishing and maintaining relationship with building manager.
- Liaise with facility management vendors, including cleaning, catering and security services.
- Maintain the office condition and arrange necessary repairs.
- Work with HR in the onboarding and offboarding of colleagues.
- Assist in the maintenance of the office Operations System Documentation.
- Contribute to setting and maintaining then Office Supply budget that ensures sufficient on-hand supplies while managing costs.
- Ensure office efficiency by maintaining common areas, organizing procedures, handling correspondence, managing file systems, and overseeing supplies and equipment.
- Develop and maintain a Vendor Contact List of contracted suppliers and serve as the point of contact to ensure operations of office equipment, request maintenance when necessary, and troubleshoot malfunction as needed.

Update employee phone directory, maintain employee anniversary/birthdays

Pay: $60,000.00 per year

**Benefits**:

- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

**Education**:

- Associate (required)

**Experience**:

- Executive administrativ

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