Job Description

JOB SUMMARY

The Administrative Assistant (Receptionist) is the primary onsite resource for welcoming guests, receiving initial calls, and providing general administrative assistance to the organization. Works closely with HR/Finance/Payroll, and vendors.

ESSENTIAL JOB FUNCTIONS

• Professionally, efficiently, and positively represent the company by welcoming visitors, vendors, candidates and supporting employee requests.
• Answers the company phone and routes
• Maintains the visitor sign in, building access, and badging Assure visitors are compliant with security policies.
• Primary contact for cafeteria, maintenance and service
• Responsible for ensuring min/max stocks for office supply room, lunchroom/small breakroom, and coffee supplies are met.
• Ordering office supplies and creating purchase
• Receives, sorts, and distributes company mail, assist in preparing and tracking annual HR budget. Process invoices and checks.
• Responsible for coordinating meals for meetings as
• Filing, laminating, and data entry projects as
• Ensure common areas of the company are presentable (conference rooms, reception area, lunch and break rooms, etc.)
• Serves as a liaison between HR and employees by taking down questions and getting the information to HR timely and accurately.
• Oversee, coordinate, and participate as a team member in all employee programs, company events, and initiatives as assigned (e.g., service awards, employee meetings, employee survey, SharePoint, org chart, employee newsletter and blast, etc.)
• Supports and coordinates all company events and vendor negotiations, including but not limited to: EAC events, Company Kick Off Events, Summer Picnic, etc.
• Supports employee travel with hotel, flight, and meeting planning (as necessary), including but not limited to, negotiating company rates.
• Creates and distributes employee communications by preparing marketing materials for events and managing event sign-ups.
• Document workflow to create and maintain procedures for the front
• Able to act and support HR initiatives as
• This position is an onsite position with minimal work from home
• Other duties as required in support of the department and the

SUPERVISOR RESPONSIBILITIES

• This job has no direct supervisory

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Excellent customer service and interpersonal
• Strong work ethic with a positive, can-do
• Experience scheduling meetings, hotels, flights,
• Strong administrative experience working with all levels of
• Experience working in an office environment and managing multiple
• Desire to have fun at work, energy for events and engaging with
• Effective and professional communication skills - written, oral, and
• Ability to multi-task, work independently, accurately and effectively manage time and meet
• Ability to work proactively and with minimal direction with customers and positively in a team
• Detail oriented and a desire for successful
• Ability to exercise good judgement, tact and diplomacy when interacting with employees, managers, customers, and vendors.
• Demonstrated project management, prioritization, and organizational
• Able to solve problems creatively and confidentially and meet
• Respond positively to change/changing
• Ability to keep company-related data and information confidential and secure and to use discretion on a need-to-know basis.
• Strong user-level experience with Microsoft Office, including Word, Excel, Outlook, Power Point and SharePoint.

EDUCATION and/or EXPERIENCE

• High School diploma or equivalent
• AA or equivalent years of experience
• Three (3) years or more years of demonstrated administrative experience in a professional office environment strongly desired.
• Prior HR support experience

LANGUAGE SKILLS

• Ability to read, write, speak and understand

PHYSICAL DEMANDS and WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Regular sitting, standing and walking throughout the day to accomplish tasks
• Hearing and speaking
• Lifting and carrying up to 40
• This position is an onsite position with minimal work from home opportunities. While the option remains available, any work from home would require extenuating circumstances and must be pre- approved. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Work is performed in a normal office environment with minimal physical risks involved. The noise level in the work environment is low to moderate.

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