Executive / Administrative Assistant

We are seeking a highly organized, proactive Executive / Administrative Assistant to anchor our daily office operations and provide critical administrative support. Operating from our front desk reception, you will serve as the core hub of our workplace managing executive schedules, coordinating meeting logistics, overseeing supply chains, and greeting incoming guests.

Basic Qualifications
• Education: Bachelor’s Degree from an accredited institution.
• Experience: 3 to 5 years of administrative or executive support experience.
• Physical Requirements: Must be able to lift 50 pounds (for package handling and paper stock delivery).
• Technical Skills: Tech-savvy with strong proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Core Competencies: Exceptional interpersonal skills, professional phone etiquette, and strong attention to detail.
• Adaptability: Ability to manage multiple projects with competing priorities in a fast-paced environment with frequent interruptions.

Major Duties & Responsibilities
• Executive & Event Support: Schedule and coordinate calendars, manage catering, and draft business correspondence, agendas, or presentations using Microsoft Office.
• Front Desk & Admin Logistics: Act as the first point of contact at the reception desk, routing inquiries across departments, tracking employee desk moves, and maintaining updated office directories.
• Conference Center Setup: Prepare meeting facilities by testing audio-visual equipment (WebEx, Zoom, VTC) and setting up coffee, snacks, or requested layouts.
• Mail & Package Logistics: Sort, record, and distribute all incoming and outgoing business mail and carrier packages (FedEx, UPS, DHL, USPS), managing rush requests and certified mail forms.
• Office & Inventory Management: Establish inventory levels for office, kitchen, and conference room supplies. Keep storage spaces organized and equipment stocked.
• Print Device Support: Deliver paper to all office equipment and act as the first responder for basic printer or copier troubleshooting before escalating to tech services.