Administrative Assistant

This is a Full Time Job

DESCRIPTION:
This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

A SNAPSHOT OF YOUR RESPONSIBILITIES
• Provide administrative support to multiple executives, including calendar management and travel arrangements.
• Register visitors and vendors into building systems.
• Submit and track facilities work orders; liaise with building management.
• Coordinate guest office and conference room reservations.
• Organize colleague schedules for in-person and Zoom meetings.
• Submit ID badge access requests through the Security ID office.
• Maintain departmental files in Box.
• Liaise with vendors (cleaners, painters, electricians, plumbers) for project updates.
• Assist with new vendor onboarding and submit invoices for payment.
• Finalize monthly Conference Center usage back-billing with Finance.
• Distribute weekly food and beverage outlet menus, process weekly Fitness Center reports.
• Support departmental projects and events.
• Manage Seamless account and process monthly invoices.
• Track ongoing projects, ensuring follow-up on outstanding needs.

WHAT YOU WILL NEED
• Bachelor's degree, preferred.
• 2+ years of administrative or office support experience.
• Strong organizational skills and ability to prioritize.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite, Box, Zoom, and similar tools.
• Experience coordinating with vendors, facilities, or building management, a plus.
• Detail-oriented, proactive, and comfortable handling multiple projects.