Administrative Assistant

3 weeks ago

Herndon, United States Worldwide Mission Critical Full time

ABOUT WORLDWIDE MISSION CRITICAL

Worldwide Mission Critical is a global owner's representation and project management company dedicated to the mission critical industry, helping companies deliver their data centers on time and under budget. Worldwide Mission Critical was founded on the principle that the right team of experienced data center professionals will deliver great projects. Our ability to put together oversight for all aspects of a project sets us apart.


ABOUT THE JOB

The Administrative Assistant will provide administrative support to our Virginia office and Corporate team members and assist with various tasks to ensure the smooth operation of day-to-day activities. This person will work closely with local leaders, provide reception and clerical support for the office, and be the main point of contact for our guests and executive team. This fully in-person role entails significant interaction with others and the ability to communicate basic office information.


PRIMARY RESPONSIBILITIES

  • Act as the first point of contact and provide a high level of service for all guests.
  • Complete projects as requested by local office team members and the Corporate team.
  • Address employee questions regarding office supplies and other general office needs.
  • Assist Human Resources with onboarding new staff, including office/desk set-up, creating onboarding schedules.
  • Coordinate on and offsite meeting requests, oversee meeting set-up and clean-up, and support meetings as requested. This includes reception of office visitors and job candidates and ordering food for high-profile meetings.
  • Plan and coordinate professional and social office events.
  • Ensure that office equipment is operational and serviced as required, including computer supplies (monitors, keyboards/mice, docking stations, power strips, etc.)
  • Facilitate day-to-day operations to include appearance and cleanliness of office, mail coordination, snack & beverage inventory management, order and organize office supplies, coffee machine maintenance.
  • Manage UPS, Federal Express, couriers, and other shipping needs.
  • Coordinate shipping of laptops and other equipment to new employees.
  • Manage the assembly or moving of office furniture.
  • Manage communication with contractors/vendors for special office projects.
  • Serve as primary point of contact for building management regarding maintenance and emergency issues. Coordinate maintenance visits, HVAC, and other facility related issues.
  • Complete office security tasks, including issuing key fobs, managing office keys, and charging Security cameras.
  • Open office on a daily basis.
  • Process office bills, including Cox Business (Internet), FedEx, and LabCorp, for payment.


QUALIFICATIONS

  • Bachelor’s degree (preferred) or Associate's degree.
  • Proven administrative experience in a corporate setting demonstrating an ability to adapt and learn quickly.
  • General understanding of the coordination aspects and related requirements of administration.
  • Ability to establish and maintain effective relationships.
  • Detail-oriented, self-motivated, enthusiastic, and flexible.
  • Ability to interact with all people in a professional and respectful manner in various business and social settings.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams); SharePoint experience is a plus.
  • Ability to handle confidential information with discretion.
  • Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.

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