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Administrative Assistant

2 months ago

Troy, Ohio, United States Activ8 Recruitment & Solutions Full time
Job Description:

We are seeking a highly skilled and detail-oriented Administrative Assistant to join our team at Activ8 Recruitment & Solutions. As a key member of our corporate office, you will be responsible for providing exceptional client service and ensuring the smooth operation of our front desk and administrative functions.

Key Responsibilities:
  • Front Desk Administration: Greet and welcome visitors, answer and direct phone calls, and maintain a professional and organized front desk area.
  • Reception Duties: Manage visitor logs, handle parking stall violations, and ensure the timely delivery of mail and packages.
  • Office Maintenance: Oversee the cleanliness and maintenance of our office building and property, including coordination with maintenance services and vendors.
  • Inventory Management: Track and maintain records of office inventory, offsite storage, and archived documents.
  • Vendor Coordination: Work with vendors to ensure timely delivery and cost-effective purchasing.
  • Conference Room Management: Coordinate conference room reservations, food, and drinks, and ensure the area is clean and organized after each meeting.
  • Event Support: Assist in organizing and supporting corporate events, tradeshows, client, and marketing events.
  • Record Keeping: Maintain accurate and up-to-date records of office supplies, promotional items, company equipment, and devices.
  • Financial Review: Review and verify the accuracy of office facilities services and utility invoices.
  • Procedure Updates: Update the office procedures manual to ensure it is a useful guide for reception coverage.
  • Relief Coverage: Coordinate reception relief coverage when necessary.
  • New Hire Onboarding: Work with Human Resources and IT support to set up new hire workstations, devices, and system access.
Requirements:
  • Administrative Experience: Minimum 1+ years of administrative experience in a professional corporate office.
  • Reception Experience: Minimum of 1 year of reception/front desk client-facing experience.
  • Marketing and Event Planning: Experience with marketing and event planning is an asset.
  • Education: Post-secondary diploma or certification in office administration, general administration, or equivalent experience.
  • Financial Industry Experience: Financial or investment industry experience is an asset, but not required.
  • Professionalism: High degree of professionalism, positive attitude, and enthusiasm.
  • Organizational Skills: Highly detailed, demonstrated organizational skills with proven ability to prioritize and balance multiple tasks in a fast-paced environment.
  • Communication Skills: Strong verbal and written communication skills.
  • Interpersonal Skills: Excellent interpersonal skills, ability to work independently and collaboratively in a team environment.
  • Problem-Solving: Sense of urgency, solution-focused, results-driven approach to all responsibilities.
  • Technical Skills: Proficiency with Microsoft Office and technical proficiency.
  • Work Ethics: Strong work ethics, accountability, and professionalism.
  • Initiative: Experience taking initiative to improve office processes.