Administrative Assistant

PROGRAMS:

• Proficient in Microsoft Office (Word, Xcel, PowerPoint)
• Proficiency in Adobe Design Suite desired

ADMINISTRATIVE RESPONSIBILITIES:

• Provide comprehensive and timely administrative support to management and staff.
• Welcome guests and clients by greeting them in a friendly and professional manner in person or on the phone. Be a positive ambassador for the firm.
• Answer, screen and forward incoming phone calls and directing requests and queries appropriately.
• Maintaining office cleanliness, neatness, and orderliness (lobby, copy room, front desk, conference rooms and meeting spaces, server room and kitchen) and working with janitorial staff as needed. Maintain overall office aesthetics.
• Handle incoming and outgoing correspondence including receiving deliveries, courier services and "Info" email. Assist with outside pickups, drop-offs and deliveries as needed.
• Manage office supplies and equipment by checking stock regularly to maintain proper stock levels, anticipate needed supplies, placing and expediting orders for supplies and verifying receipt of supplies.
• Fill copy machines and plotter paper and ink. Maintain proper stock levels at all times.
• Keep kitchen and candy bowls stocked and organized with snacks and drinks.
• Update and maintain contact database (calendar mailing list).
• Manage annual calendar ordering, quantity, contact list and distribution.
• Coordinate company events including but not limited to birthday celebrations, staff recognition, holiday party, etc.
• Coordinate and schedule internal and external "lunch and learns". Organize catering.
• Coordinate plant care.
• Ordering and distributing keys for employees and general access control.
• Maintain equipment leases, ensure office equipment is properly maintained and serviced.
• Serve as principal contact with building maintenance and building engineer as needed.
• Organize and prepare for meetings including setting up and starting zoom calls as requested, gathering or printing documents and attending to logistics of meetings.
• Coordinate travel arrangements (flights, hotel, rental cars, conference registrations, etc.) as requested.
• Support the hiring process by scheduling interviews.
• Provide on-boarding/off-boarding employee support as requested by Management and Accounting Department.
• Preparing workspaces for new staff, including computer/ IT setup, desk arrangements, business cards, and providing necessary support for new staff.
• Manage water and coffee machine maintenance and service as needed.

IT RESPONSIBILITIES:

• Coordination with 3rd party IT services.
• Installation of software, computer updates, printer and scanner connections, troubleshooting errors, etc.
• General upkeep of on-site server.
• Sourcing and ordering computers and computer equipment.
• Manage program subscriptions including contract lengths and updates.
• Review IT invoices for accuracy against services received providing billing/invoice information to Accounting Department.
• Monitoring supplies (keyboards, mouses, monitors, etc.) and ordering as needed.
• Maintain and assist with computer and AV capabilities in conference rooms, offices with TVs and meeting spaces.
• L and N drive file archival.
• Password management.

DEPARTMENT SUPPORT:

• Produce reports (typing, formatting, editing).
• Compose correspondence and set meetings as requested.
• Support the preparation, printing, and binding of project deliverables and documents.
• Create presentations, reports and spreadsheets as requested.

OTHER:

• Keep personal appearance professional. Present a positive image for the firm.
• Seek to continuously improve processes, systems and customer services.
• Perform other duties as assigned accurately and on-time
• Coordinate with office leaders for reporting activities and general administrative affairs.

COMPENSTATION/BENEFITS:

• Willing to consider a part-time or full-time position. This position is not eligible for remote or hybrid work schedule.
• Salary $50,000-$60,000 (full-time) or $24.03 to $28.84/hour (part-time) commensurate with experience.
• Full-time benefits include: medical, dental, and vision insurance with an employer funded HSA plan; PTO; Holiday Pay; flex-schedule in accordance with company policies; profit sharing.
• Part-time benefits include: medical, dental, and vision insurance with an employer funded HSA plan with 32+ hours per week ; pro-rated PTO; pro-rated Holiday Pay; flex-schedule in accordance with company policies; profit sharing.

Job Types: Full-time, Part-time

Pay: $50, $60,000.00 per year

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Work Location: In person