Administrative Assistant- Part-time

Administrative Assistant

Etegent Technologies is a defense-focused technology company with offices in Beavercreek and Blue Ash, OH. We are a multi-disciplinary team of engineers, scientists, and management professionals dedicated to developing and commercializing AI/ML/Software solutions that address our customers' most significant challenges and opportunities.

Most important to us are our culture and values. Etegent's culture embodies respect, authenticity, collaboration, flexibility, curiosity, and fun.

The Position:

This role is responsible for managing the front desk in addition to various office responsibilities, some HR & Marketing administrative duties, scheduling and planning company events, coordinating our weekly company lunches, and other related areas.

This position is part-time at 20 hours a week (5 days a week in the office), and will be based in our Blue Ash office, reporting to the HR & Communications Manager.

Job Responsibilities:

• Performs monthly inventory, ordering, and stocking for snacks and supplies.
• Tracks budget for snacks, lunches, supplies, swag, gifts, and company outings.
• Ensures break rooms are fully stocked.
• Provides general administrative support to employees as needed, such as locating office supplies, replenishing the break room, assisting with security procedures, etc.
• Monitors company voicemail and directs messages to relevant staff.
• Assists the local leaders with the NLign subsidiary as needed.
• Completes requests for employment verification.
• Books travel for remote employees and candidates for interviews.
• Assists with recruiting duties, such as prepping interview guide templates, as needed.
• Assist with community outreach initiatives
• Manages corporate ordering accounts (Amazon, Staples, Shipt).
• Deposits checks for the accounting department.
• Creates and manages badges for new and existing employees.
• Schedules and plans employee events. Creates Canva material and then communicates details to employees.
• Manages the swag store for distribution of employee gifts for birthdays and anniversaries.
• Prepares welcome gifts for new hires.
• Orders all other employee gifts.
• Notifies insurance company for new hires as it applies to workers compensation coverage.
• Completes, responds to, faxes, and files unemployment paperwork.
• Greets guests and asks them to follow our sign-in process.
• Collects, opens, and distributes mail to the proper recipients.
• Performs and facilitates maintenance of office furniture including cleaning, ordering, and setting appointments for repairs.
• Coordinates with building and property management on bathroom issues, parking lot, and overall building maintenance.
• Assists with HR audits as needed.
• Performs other related duties as assigned.

Required Qualifications:

• 1-2 years of related experience, preferably in an office setting.
• Highly proficient with Microsoft Office (Excel, Word, Teams, Outlook).
• Experience using Canva.
• Experience with calendar management.
• Experience with scheduling/managing company events, no matter how large or small.

Required Skills & Abilities:

• Strong interpersonal and customer service skills.
• Ability to effectively self-manage tasks and prioritize responsibilities.
• Strong attention to detail and accuracy in work.
• Strong verbal and written communication skills.
• Strong time management skills with a proven ability to meet deadlines.

Exemption Status:
Non-Exempt

Employment Status:
Part-time

Working at Etegent:

At Etegent, you'll be a part of an organization that combines a small-company family feel with big-company resources and opportunities. Which is why in addition to your competitive hourly pay and a generous annual company 401(k) contribution, you'll enjoy the following:

• Flexibility:
  Not a morning person? No problem. We only ask that you begin your day by 10:00am. Also, you will enjoy a flexible schedule and some ability to telecommute.
• Casual Dress:
  We know that incredible things can be achieved by people in casual clothing. We allow employees to dress in the way that is the most comfortable to them.
• Professional Development:
  Continuous learning on us. Reimbursement provided for up to 100% of qualifying education expenses.
• Food:
  Keep your energy levels up with our well-supplied snack and beverage kitchen and enjoy a weekly lunch with your talented colleagues on Free Lunch Thursdays.
• Fun employee events:
  Enjoy frequent employee get-togethers outside of work

Travel Required:
None.

Etegent Technologies is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender identity, national origin, protected veteran status or disability.