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Administrative Coordinator

2 months ago

Windsor Mill, United States IT Concepts Full time
Job Description

Job Title: Administrative Assistant

Job Summary:

We are seeking an experienced Administrative Assistant to support the IT Concepts Woodlawn Office. As an Administrative Assistant, you will play a crucial role in ensuring the smooth operation of our office environment.

Key Responsibilities:

  • Schedule Management: Schedules meetings, travel, and appointments on behalf of the executive committee as requested.
  • Visitor Support: Welcomes, directs, and provides general support to visitors and customers meeting with the Executive Committee.
  • Meeting Minutes: Records meeting minutes and prepares written summaries of data when needed.
  • Administrative Inquiries: Responds to, and resolves, administrative inquiries, and questions.
  • Agenda Preparation: Assists in the preparation of agendas and schedules for meetings.
  • Record Keeping: Records and distributes minutes or other records for meetings.
  • Expense Reports: Processes expense reports as requested.
  • Ad-Hoc Support: Performs other customary administrative duties as necessary, including ad-hoc project support.
  • Event Planning: Assisting in the planning and coordinating of all in-house or off-site activities (for example parties, celebrations, volunteer events, meetings, and conferences).
  • Mailings: Administering mailings for New Hire and Employee Appreciation packages, or other mailings as requested.
  • Employee Appreciation: Assisting with planning and organizing employee appreciation activities.
  • Document Management: Assist with document repositories and organization as requested.
  • Front Desk Coordination: Assist with the entry into the building, suite, etc.
  • Communication: Responsible for front desk coordination and communication.
  • Inventory Management: Researches, orders, and organizes company apparel under the direction of management.
  • Office Efficiency: Maintains office efficiency by managing Maintenance, Mailings, Supplies, Equipment, Bills, Errands, and Shopping.
  • Phone Support: Answers calls for the company's main phone line; directs calls to correct departments.
  • Equipment Maintenance: Monitors inventory and proactively maintains office supplies.
  • Facilities Management: Coordinates maintenance and storage of office equipment in collaboration with IT.
  • Office Condition: Maintains the office condition and arranges necessary repairs with the building facilities management vendors, including maintenance and cleaning crews.
  • Employee Support: Addresses employee queries regarding office management issues.

Requirements:

  • Experience: Minimum 3 years of experience in related field, including office management and administrative support.
  • Management Experience: Experience working with all levels of management.
  • Communication Skills: Excellent verbal and written communication skills.
  • Education: High School diploma required.
  • Interpersonal Skills: High level of interpersonal skills to interact with employees, leadership, and customers.
  • Confidentiality: Ability to handle communications and situations with confidentiality and sensitivity.
  • Discretion: Continually demonstrate discretion, poise, tact, and diplomacy.
  • Teamwork: Team player and willing to be flexible with work schedule when necessary.
  • Attention to Detail: Exceptional attention to detail. Must be able to meet deadlines in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
  • Software Skills: Advanced experience using software applications such as Microsoft Office (Word, Excel, PowerPoint, and Outlook), Adobe Pro, and travel platforms; must be able to manage multiple calendars in Outlook.
  • Problem-Solving: Ability to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
  • IT Support: Basic IT troubleshooting experience in Microsoft Office (Word, Excel, PowerPoint, and Outlook), Adobe Pro and AV/ Meeting set ups.

Preferred Skills:

  • IT Support Experience: Basic IT support experience is preferred.
  • Education: Bachelor's degree is preferred.

Clearance Requirements:

  • Public Trust Clearance: Must be able to obtain and maintain a Public Trust clearance.