Summary of Position:

The Office Administrator will be the administrative point of contact for all office coordination and will be responsible for fostering company culture. You will report directly to the Director and be responsible for coordinating front office activities, managing administrative, organizational and logistical needs.

The Office Administrator is a self-driven candidate who is tech-savvy, has the ability to manage projects and provide efficient customer service in a fast-paced, diverse environment. The Office Administrator must possess a professional can do attitude, be proactive, energetic, and an excellent communicator; be extremely organized, a team player and be willing to go above and beyond to ensure that tasks are completed flawlessly in a timely manner and be able to adapt and enjoy working in a continuously changing and growing environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Manage the front office: POC (point of contact) answering phones, call routing, and guiding staff and customers pursuant to our company guidelines
Check in and register all guests and vendors per security guidelines,
Receiving packages, sorting mail, deliveries
Provide full administrative support to the Department Director and Senior Executives
Travel arrangements as needed
Maintain department budget and prepare expense reports as needed
Be responsible for the day-to-day operations and administration of the Front Offices between all office locations.
Manage, maintain and organize daily office operations
Plan and manage company events and special projects
Manage and coordinate conference room usage along with equipment and catering needs.
Manage inventory of office and facility supplies and maintain supply closets
Maintain tidiness of conference rooms, kitchen, and common areas.
Coordinate Facility Maintenance
Plan events to promote team bonding and team building, offsite meetings, conferences, and more.
Assist with proposal coordination and production.

Handle and maintain highly confidential and sensitive information
Assist with the on-boarding process for new employees, such as drafting appropriate documents, creating email access, and coordination of equipment and supplies.
Take high-level, potentially vague assignments and fill in the blanks, with little to no direction.
Build and maintain great relationships with staff at all levels.
Generate, handle, and maintain confidential and non-routine information and files appropriately.
Acts as safety program lead for California location and support corporate safety initiatives.
Ability to generate communications fliers and graphics and company branded documents for events desired.
Other Duties as Assigned

REQUIREMENTS

Education:

Bachelor's (Preferred) consideration for equivalent stellar work history in lieu of degree
High School Diploma (Required)

Skills:

4+ years of experience in office management or executive assistant role
Advanced skills in Microsoft Office, Adobe, and other common office equipment and tools
Excellent written and verbal communication skills, and professional demeanor
Ability to communicate effectively
Excellent organization skills
Ability to juggle multiple tasks with acute attention to detail in a fast-paced, time sensitive environment
Ability to anticipate change and react efficiently and independently; comfortable with ambiguity
Discretion and integrity in handling confidential materials and issues
Excels under pressure, maintaining a calm demeanor
Ability to work well independently, and with a team
Ability to take initiative to make confident decisions independently and quickly when needed
A passion for learning new things, continuous improvement and sharing best practices
Exceptional work ethic, discreet and trustworthy
Determined, self-motivated and eager to take on new challenges

Desired Characteristics:

Reliable, punctual, excellent attendance, and be available and visible to our staff and clients
Detailed and results oriented
Cross-functional team player and networker; highly collaborative
Experience with diverse work cultures
Contagious positive passion for excellence
Self-awareness of personal strengths and limitations
Ability to apply creative and improvisational thinking
Genuine character and superior interpersonal skills
Down to earth, work hard play hard

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