Administrative Assistant

Overview

• Provide administrative support in a professional services environment, ensuring smooth office operations and efficient task management.
• Manage reception duties including phone handling, guest greetings, and conference room maintenance.
• Coordinate mail processes, including preparation, sorting, distribution, and handling FedEx/UPS deliveries.
• Maintain supply and copy rooms, ensuring adequate inventory and organized spaces.
• Oversee breakroom supplies and cleanliness, fostering a comfortable work environment.
• Handle confidential client information and deliverables with discretion and professionalism.
• Collaborate with the real estate team on office relocation projects and other administrative tasks.
• Support various administrative functions as requested, ensuring seamless operations.

Key Responsibilities & Duties

• Answer and direct phone calls, greet visitors, and manage conference room schedules.
• Prepare, sort, and distribute incoming and outgoing mail, including courier services.
• Order and organize office supplies, maintaining supply room functionality.
• Ensure breakroom supplies are stocked and the area remains clean and welcoming.
• Handle sensitive client information and deliverables with confidentiality and accuracy.
• Assist the real estate team with office relocation planning and execution.
• Provide administrative support to various departments as needed.
• Maintain a professional demeanor while interacting with management and external clients.

Job Requirements

• High School Diploma or GED required; Bachelor’s degree preferred.
• Minimum of three years of administrative experience, preferably in a professional services firm.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Exceptional written and oral communication skills with attention to grammar and punctuation.
• Strong organizational skills and ability to manage multiple tasks efficiently.
• Ability to handle confidential information with discretion and professionalism.
• Excellent customer service skills and ability to interact with all levels of management.
• Team-oriented mindset with a willingness to assist as needed.