Office Administrative Assistant (Contractor)

Description

We are seeking a highly motivated and service-oriented individual to join our team as an Office Administrative Assistant. The successful candidate will be responsible for performing a wide range of clerical and office-related tasks as well as providing outstanding assistance to our guests and customers.

Responsibilities:

• Greet and accommodate visitors, executives, and employees with professionalism and a positive, outgoing demeanor.
• Coordinate communications, including taking calls, drafting and responding to emails, and interfacing with guests.
• Maintain office correspondence, including updating directories, sorting, and distributing daily incoming and outgoing mail, packages, faxes, etc.
• Make travel arrangements and prepare travel itineraries and accommodations.
• Coordinate and schedule meetings, conference calls, and conference rooms. 
• Update and maintain employee parking and access lists.
• Maintain access security by following visitors’ procedures. Establish/ update office operating procedures for efficiency.
• Maintain the cleanliness and organization of the reception, conference rooms, kitchen, storage room, and public areas.
• Assist with company events and activities. 
• Procure, pick up, and manage office supplies; order and replenish company snacks and beverages; manage inventory.
• Prepare the Administration department’s expense reports and update expense logs and statements.
• Review and order business cards.
• Maintain and manage company vehicles.
• Foster positive relationships with the building management team, vendors, and coordinate service requests.
• Serve as a backup to other administrative staff when needed.
• Other duties as assigned.

Requirements

• Requires punctuality and consistent attendance to ensure coverage during office hours Monday to Friday (8:00 am-5:00 pm) and work fully on-site. 
• High School diploma or equivalent (some college is a plus)
• Minimum of 3+ years of receptionist and/or administrative assistant experience preferred
• Experience coordinating complex calendars and itineraries
• Strong organizational skills
• Professional demeanor and appearance
• Strong attention to detail and ability to prioritize in a fast-paced environment
• Proficient in Microsoft Office Suite
• Ability to work independently and as part of a team
• Accessibility even outside of standard working hours
• Team player who enjoys working collaboratively
• Exceptional interpersonal and time management skills

Please note that we will not sponsor, obtain, or petition for temporary visa status (e.g., E, F-1, H-1, H-2, L, B, J, or TN) for candidates for this position or personnel hired for this position.

We do not accept unsolicited resumes from third-party recruitment agencies; therefore, we will not pay a fee for resumes submitted.