Administrative Assistant

2 weeks ago

Fairfax, United States Schroeder DesignBuild Inc. Full time

**Your Mission**:
The Team Support Agent plays a vital role in ensuring the smooth operation of the office environment and supporting the overall efficiency and productivity of the organization. The Team Support Agent also offers support to the Marketing Department. As a Marketing Assistant, you will provide support with various administrative, creative and analytical tasks to help achieve marketing objectives. You will also manage digital platforms and coordinate marketing events. This position requires a blend of administrative, organizational, and interpersonal skills to manage office facilities, administrative tasks, and coordinate various office activities

**Responsibilities**:
**Office Administration**:

- Oversee daily administrative operations, including managing office supplies, equipment, and facilities.
- Maintain a clean, organized, and efficient office environment.
- Manage incoming and outgoing mail and packages, including sorting, distributing, and coordinating shipments.
- Handle incoming calls and inquiries, directing them to the appropriate personnel.
- Assist in gathering and analyzing data from marketing campaigns, customer surveys, and market research reports to inform marketing strategies and decision-making.
- Maintain marketing databases, contact lists, and files, ensuring accuracy and completeness of information

**Human Resources Support**:

- Maintain employee records, including time-off requests, attendance records, and personnel files.
- Support HR Department with coordination of employee onboarding and orientation programs, including setting up workspaces and providing necessary resources.

**Calendar and Meeting Management**:

- Manage executive calendars, scheduling appointments, meetings, and conference calls.
- Coordinate meeting logistics, including room reservations, catering, and audiovisual equipment setup.
- Prepare meeting agendas, take minutes, and distribute relevant documentation.

**Travel Coordination**:

- Arrange travel accommodations, including flights, hotel reservations, and ground transportation, for employees and executives as needed.
- Process travel expense reports and reconcile expenses in a timely manner.

**Financial Administration**:

- Assist with basic financial tasks such as invoice processing, expense tracking, and budget management.
- Coordinate with accounting or finance departments to ensure accurate and timely payment of invoices and expenses.
- Assist in budget tracking, invoice processing, and expense reconciliation for marketing projects and initiatives.

**Vendor Management**:

- Liaise with external vendors and service providers, such as cleaning services, maintenance contractors, and office suppliers.
- Negotiate contracts, review service agreements, and monitor vendor performance.

**Event Coordination**:

- Plan and coordinate company events, meetings, and social gatherings, including venue selection, catering, and logistics.
- Assist in organizing corporate functions, such as holiday parties, team-building activities, and client events.
- Assist in planning and coordinating marketing events, trade shows, and promotional activities, including venue selection, logistics, and vendor coordination.
- Provide support during events, including setup, registration, and attendee engagement.

**Health and Safety Compliance**:

- Ensure compliance with health and safety regulations and maintain a safe working environment.
- Implement emergency procedures and protocols, including evacuation plans and first aid kits.

**Qualifications**
- Proven experience in office administration or management role. Previous experience in marketing, advertising, or related roles is advantageous but not required.
- Strong organizational and multitasking abilities, with excellent attention to detail.
- Excellent communication and interpersonal skills, with the ability to interact professionally with employees, clients, and vendors. Team player with strong interpersonal skills, able to collaborate effectively with cross-functional teams and external partners.
- Ability to work independently, prioritize tasks, and handle confidential information with discretion.
- Familiarity with basic accounting principles and financial management processes is a plus.
- Knowledge of health and safety regulations and compliance requirements.
- Flexible and adaptable, with the ability to thrive in a fast-paced and dynamic work environment.
- Strong written and verbal communication skills, with the ability to effectively convey ideas and information.
- Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
- Analytical mindset with the ability to interpret data and generate insights to support marketing strategies and decision-making.

Pay: From $45,000.00 per hour

Expected hours: 40 - 45 per week

**Benefits**:

- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insura

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