Office Administrative Assistant

4 weeks ago

Charlotte, North Carolina, United States Drink DELTA Full time
About Us

At Drink DELTA, we're revolutionizing the infused beverage industry with our innovative approach. Established in 2020, we're committed to reshaping social experiences with our pioneering products that are as enjoyable as they are groundbreaking.

Our Team

We're a diverse group of professionals united by a shared passion for excellence and creativity. Our collaborative environment fosters idea exchange and innovation, ensuring our workplace is as vibrant and dynamic as our products.

Job Summary

We're seeking a highly-organized, detail-oriented Office Administrative Assistant to join our team and support the daily operations of our business as it grows. This role is critical in ensuring smooth office management, supporting executive functions, and assisting with key projects, including the setup of new office infrastructure in a new location and HR system implementations.

Key Responsibilities
  • General Office Administration
    • Manage Office Supplies: Maintain inventory of office supplies and place orders to ensure the office is stocked with essentials.
    • Facility Management: Liaise with building management and vendors to ensure the office is properly maintained.
    • Mail Handling: Distribute incoming mail and manage outgoing correspondence.
  • Meeting and Calendar Coordination
    • Scheduling Meetings: Coordinate and schedule meetings for leadership, ensuring availability and avoiding conflicts.
    • Meeting Setup: Prepare agendas for meetings, distribute them in advance, and arrange meeting spaces (both physical and virtual).
    • Note-Taking: Attend key strategy meetings, take detailed notes, and document action items. Distribute notes and follow-up tasks to the team via shared calendars and email.
    • Calendar Management: Maintain and update the company calendar with meeting invitations, ensuring that all relevant team members are included.
  • Office Facility Setup & Structure
    • New Office Planning: Assist in the planning, organization, logistics, and setup of a new office space, including coordinating with contractors and vendors.
    • Office Phone System and Office Facilities Equipment: Research, set up, and manage an office phone system for internal and external communication. Research, schedule, and communicate with vendors for WIFI, supplies, equipment, and furnishings as necessary for the new office location setup.
    • Workspace Organization: Work with leadership to ensure that employee workspaces are equipped and organized efficiently during transition.
  • Executive Assistance
    • Support to CEO/COO: Provide executive assistance to the CEO and COO, including managing calendars, scheduling meetings, and prioritizing tasks.
    • Email Management: Respond to basic emails on behalf of the CEO and manage their inbox, ensuring important communications are prioritized.
    • Travel Coordination: Book travel arrangements for the CEO and other office leaders, including flights, accommodations, and ground transportation.
  • Event and Travel Coordination
    • Team Travel: Organize and book travel for employees, ensuring schedules and logistics are smooth for business trips.
    • Visitor Scheduling: Schedule visits and meetings for clients and guests coming to the office, ensuring all logistics are handled.
  • Administrative Project Support
    • Template and Spreadsheet Creation: Develop and maintain Excel spreadsheets for tracking projects, timelines, and key company metrics. Ensure these are efficient and easy to use for ongoing projects.
    • Document and Template Creation: Create templates for documents such as meeting agendas, reports, and memos to standardize processes across the office.
    • Support for Office Leaders: Provide additional administrative support to department heads as needed, helping them stay organized and meet deadlines.
  • Communication and Coordination
    • Internal Communication: Assist in distributing internal communications to employees, ensuring timely and clear updates.
    • Vendor Communication: Coordinate with vendors and suppliers, ensuring timely delivery of services and products required by the office.
    • General Inquiries: Respond to simple inquiries via email or phone, directing more complex questions to the appropriate team members.
  • Additional Responsibilities
    • Special Projects: Work closely with leadership to assist with special projects, including office moves, company events, and any emerging needs.
    • Data Entry and HR Project Implementation Assistance: Input data and assist with the implementation of the new HRIS platform, working closely with HR to manage large projects.
    • Ensure accurate and timely data entry into HR and administrative systems.
    • Office Events: Help plan and partner with HR to execute company events, such as meetings, celebrations, and employee engagement activities.
    Requirements
    • Experience: 2–4 years of experience in an administrative or office support role, preferably in a startup or fast-paced environment.
    • Ability to provide specific examples of previous experience and projects completed.
    • Skills:
    • Proficient in Google Workspace, QuickBooks, HRIS platforms.
    • Must be technologically proficient and able to adapt quickly to high-tech environments. They should be comfortable working with a variety of software programs and tools commonly used in modern administrative functions and able to learn new systems efficiently.
    • Strong organizational skills and the ability to multitask effectively.
    • Excellent time management and planning skills.
    • Excellent written and verbal communication skills.
    • High attention to detail, with the ability to anticipate needs and take initiative.
    • Experience with calendar management and booking travel for multiple people.
    • Adaptable and able to adjust priorities as needed to match the needs of the business.
    Nice-to-Have Skills
    • Experience setting up new office spaces or facilities.
    • Familiarity with setting up office phone systems or communication platforms.
    • Familiarity with data entry for HR payroll and administrative platforms.
    • Ability to create and manage efficient templates and spreadsheets in Google workspace and project management software for tracking and reporting.
    Benefits & Perks
    • Competitive base salary.
    • Opportunities for professional growth and development in a growing and competitive industry.
    • A supportive and collaborative work environment.
    • Employee discount.
    • Paid time off.
    • This role offers potential eligibility for benefits, including health insurance.

Drink DELTA LLC is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. We believe that diversity and inclusion among our employees are critical to our success, and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.

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