Site Administrative Assistant (1425369)

Description:

• ONSITE
• The Site Administrative Assistant provides essential administrative support to ensure smooth and efficient office operations. This role involves a variety of tasks including managing work orders, room setups, shipments, catering requests, office supplies, room reservations, and event coordination.
• % of Time • Complete and manage Work Order Requests. • Handle room setup requests and follow up to ensure proper arrangements.
• Process FedEx package shipments.
• Order and maintain office supplies inventory, as requested.
• Manage room reservations and ensure proper setup for meetings and events.
• Assist in event management, including planning, coordination, and support.
• Manage food and catering requests, including setup and cleanup for meetings and events. Includes accurately updating and tracking monthly requests, placing orders and ensuring pickup/delivery occurs on time. Processing additional requests, such as orders for paper products, utensils, etc. are included
• Expense Management: Create and submit detailed monthly expense reports using Concur, ensuring accuracy and timely submission in compliance with company policies.
• Distribution List Maintenance: Manage and update all Supply Chain distribution lists, including the addition of new employees and removal of former employees to ensure effective communication.
• Workplace Coordination:
• Maintain and update office floor plans to reflect current seating arrangements.
• Create personalized name plates for new hires and promptly remove name plates for employees who have left the company.
• Requirements:
• Serve as a backfill for the local administrative assistant when needed.
• Perform other duties as assigned.
• Years and Type of Experience (Provide the minimum years and type of experience required): Minimum
• Experience in event and/or meeting management.
• Previous experience in a similar administrative role.
• Familiarity with office management procedures and basic work prioritization
• Skills and Abilities Minimum:
• Strong customer service orientation.
• Demonstrates initiative and is action-oriented.
• Enjoys working as part of a team.
• Ability to manage multiple tasks and prioritize effectively.
• Excellent organizational and communication skills.
• Detail orientated
• Motivated to learn new skills
• Take ownership of projects and see them through from start to finish
• Reliable employee that takes pride in their work
• Proficiency in MS Office (MS Excel and MS Outlook, in particular)
• Education Level/Degree: (Please clarify if equivalent experience is acceptable with no degree)
• High school diploma or equivalent required.