The Administrative Assistant is responsible for supporting the smooth and efficient operation of the office while managing a variety of administrative and facilities-related tasks. The ideal candidate is proactive, detail-oriented, and capable of handling multiple priorities with professionalism. Do you thrive on getting things done efficiently and having a positive attitude at work? If so, apply to join our team today! This is a hybrid position with Monday- Wednesday in office and the rest of the week remote.
Administrative Responsibilities:
- Provide comprehensive administrative support to senior leaders, including managing calendars, scheduling meetings, and coordinating communications.
- Prepare and organize correspondence, reports, presentations, and other business documents.
- Maintain and update office records, databases, and electronic filing systems to ensure data accuracy and accessibility.
- Plan, organize, and schedule company meetings and events, both on-site and off-site, including virtual meetings via videoconferencing.
- Arrange travel accommodations for employees, ensuring that travel logistics are handled efficiently.
- Order and manage office supplies, oversee food deliveries for meetings, and maintain inventory to support day-to-day operations.
- Assist the Licensing Specialist with various projects and provide backup support as needed.
Facilities Management Responsibilities:
- Assist in managing daily operations and maintenance of office facilities, including equipment and supply management.
- Coordinate repair and maintenance requests, ensuring timely follow-up and resolution of facility-related issues.
- Maintain up-to-date records of facility inspections, maintenance schedules, and compliance documentation.
- Liaise with vendors, contractors, and service providers to ensure quality service delivery and maintain strong working relationships.
- Provide administrative support to the Facilities Manager, including scheduling meetings, tracking tasks, and preparing reports.
- Communicate facility updates, procedures, and issue resolutions to employees, ensuring a clear flow of information.
- Act as the primary point of contact for office-related concerns and inquiries from staff.
- Support special projects and initiatives as required, contributing to continuous improvement in office and facilities management.
Qualifications:
- Minimum of 2-3 years of experience in administrative support, with at least 1-2 years in facilities management or a related field.
- High school diploma or equivalent required.
- Associate’s degree or higher preferred.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong organizational skills and the ability to manage multiple priorities simultaneously.
- Excellent verbal and written communication skills, with strong interpersonal abilities.
- Ability to build and maintain positive vendor relationships and handle facility-related negotiations.
- Highly detail-oriented with strong problem-solving and troubleshooting skills.
- Ability to work both independently and as part of a collaborative team.
- Adaptable and flexible, with the ability to respond effectively to changing priorities and tasks.
- Committed to upholding PFP’s core values: Caring, Integrity, Passion, Drive, and Resilience.
