The Administrative Assistant will manage daily office management and maintenance tasks with minimum supervision including but not limited to:
- Taking inventory and cost-effectively ordering supplies
- Maintaining a clean, tidy, and safe environment in the break room, storage room, reception area and the office at large
- Greeting visitors appropriately, is hospitable determines each guest’s needs professionally and directs them to the correct person.
- Monitoring, managing, and limiting people entering and leaving a secure reception area as well as the entire suite.
- Takes ownership of the office proactively managing all aspects that contribute to daily smooth operations.
- Actively engages and leverages daily activities of the admin team and effectively supports Executive Assistant to CEO.
- Answering incoming phone calls in a timely, professional, and polite manner and appropriately transferring callers and/or taking messages
- Proactively becomes familiar with the firm through the company’s website,
- organizational chart and other material to accurately and effectively provide relevant information to callers and guests
- Sorting and distributing incoming mail, packages, etc.
- Preparing outgoing packages while accurately using the set guidelines
- Scanning and photocopying documents, printing, punching, and binding books as requested
- Preparing labels, organizing, and filing documents as needed
- Maintaining equipment, coordinating service calls and repair services with vendors, maintaining good rapport with vendors
- Preparing expense reports and maintaining them in an organized filing system
- Managing and updating various databases in Excel format including but not limited to vendor lists, contact sheets, badge access lists, phone numbers (DID) Listings, etc.
- Completes new hire office management checklist including but not limited to activating badge for suite access and printing, ordering supplies, preparing new hire’s desk, assigning, and activating phone number, etc.
- Accurately codes and submits invoices in the drop box for payment, follows up with Finance on invoice inquiries, and ensures all service invoices for the corporate office are paid promptly
- Assisting in organizing meeting rooms with necessary materials and equipment, maintaining clean and tidy conference rooms throughout the day and effectively operating all IT equipment
- Running errands, picking up meals and assisting in event planning as requested
- Providing support to team members and executives as needed
- Accurately and timely completing special projects such as mass mailings, etc.
Top skills you need to have:
- Proven track record with solid experience as a successful Administrative Assistant and Receptionist
- Proficient in Microsoft Office, PowerPoint, Excel, and Outlook
- Ability to learn with clear evidence of retaining and using gained knowledge. Follows instructions and executes tasks independently and accurately. Asks questions when in doubt
- Strong organizational skills with a knack for maintaining clean and neat environments as well as filing systems
- Proactively identifies problems and offers solutions
- Detail-oriented with the ability to analyze tasks and “see beyond the surface”, ability to think outside the box and offer suggestions for resolving problems
- Excellent written and verbal communication skills and ability to accurately follow instructions
- Ability to multi-task and prioritize ever-changing priorities while meeting deadlines
- Works effectively and efficiently in a team environment, proactively reports on project status and offers assistance to the team
- Adapts easily and rapidly to change while maintaining a positive attitude
- A quick study with the ability to master the day-to-day office management tasks and quickly establish themselves as a “go-to” person
- Takes ownership of position and other delegated tasks and demonstrates a passion for the success of the team and company at large
About Golden Technology: Founded in 1997, Golden Technology aims to develop people and drive innovation by pairing world-class technologists with companies that are making an impact. Our unique recruiting engine has successfully delivered top-tier talent to Fortune 500 clients across the US. We foster a culture centred around family and helping individuals succeed in both their professional and personal lives. Through our Golden Community initiatives, we actively work to improve the communities where we operate.
