Administrative Assistant

Administrative Assistant

Organizes, coordinates, and implements office processes and procedures in order to ensure organizational effectiveness and efficiency. Supports print device and mail services, office and supply inventory management, conference room/AV support, and general office admin support. Energetic, experienced professional who is able to wear multiple hats. Needs experience in handling a wide range of administrative and executive support-related tasks and is able to work independently. Well-organized, flexible, and enjoys the administrative challenges of supporting an office of diverse employees.

Major Duties And Responsibilities

• Print Device & Mail/Shipping & Receiving Services
• Print Device: Deliver paper for office equipment such as printers, copiers and fax machines. First responder for a print device issues. Ensure proper maintenance and usage of all equipment and supplies.
• Mail/Shipping & Receiving: Verify, sign and record all incoming/outgoing Accountable Mail, i.e., FedEx, DHL, UPS, Express, Registered, Certified, Insured and Custom Design Mail. Deliver and obtain signature for all Accountable Mail pieces. Handle "rush" pick-up/delivery requests for internal and outgoing correspondence (Business use only). Maintain and provide specialized mailing forms or direct employees to location online i.e. Express, Registered, Certified and Insured. Daily interaction with other vendors to ensure that procedures and work standards relating to Mail Center operations are maintained (ex. FedEx, DHL, USPS, UPS, Couriers, Neopost, Staples, Iron Mountain).
• Conference Room Support: Coordinate with IT to ensure proper maintenance and usage of all equipment and supplies. Coordinate with executive staff/HR to close conference rooms for executive use when needed.
• Office & Food Supply Management: Establish and maintain par levels for all required basic office supplies throughout the building. Manage plant and food vendors. Manage supply storage areas for distribution among all floors. Maintain clean and organized Supply stops and Storage areas where applicable (Copier/Kitchenette Room). Responsible for the acquisition of conference room supplies (pens, notepads, flip chart pads and pens, dry erasers, etc.). Work with janitorial staff to maintain, clean,organize and re-fill coffee and water machines on all floors. Maintain par levels for all required coffee and water supplies throughout the building.
• Office Support Services: Assist with special projects as needed e.g. employee restacks, desk moves. Preparing business correspondence, agendas, and presentations, typically using Microsoft Office (Word, Excel, PowerPoint, Access, Outlook). Scheduling and coordinating large meetings, events and other similar activities. Coordination of executive approvals, planning, space, set-up, build-out/install, building/other group communications, deliveries, and vendors Assisting employees on approved building vendor lists (catering for meetings, AV setup, photographers, decorators, etc) Oversee daily attendance and help employees with desk reservations.
• Office Maintenance Services: Onsite coordination for Maintenance vendors (Janitorial, HVAC, Fire Inspections, Pest Control, etc.)
• General / Communication: Identify, evaluate, research, and recommend solutions to office services related issues and problems. Coordinating between departments and operating units in resolving day-to-day administrative and operational problems. Assisting with all aspects of administrative management, directory maintenance, logistics, equipment and storage. Actively participate in Emergency Fire Warden Safety program for campus locations.

Basic Qualifications

• Bachelor's Degree from accredited institution
• Minimum 3-5 years of administrative experience

Skills

• Exceptional customer service skills
• Excellent interpersonal and communication skills (written and verbal)
• Ability to handle multiple tasks, projects with competing priorities and tight deadlines (Priortizing tasks based on importance and urgency)
• Strong organizational skills
• Acute attention to detail
• Strong adaptability, flexibility and resourcefulness while maintaining a professional attitude
• Must be a team player
• Proficient in Microsoft Office (Word, Powerpoint, Excel)
• Tech Savvy
• Must be able to lift 50 pounds

About Us

Founded in 2009, IntelliPro stands as a global leader in talent acquisition and HR solutions. Our commitment to delivering unparalleled service to clients, fostering employee growth, and building enduring partnerships sets us apart. With a dynamic presence in the USA, China, Canada, Singapore, Philippines, UK, India, Netherlands, and Germany, we continue to lead the way in global talent solutions.

Compensation: The pay offered to a successful candidate will be determined by various factors, including education, work experience, location, job responsibilities, certifications, and more. Additionally, IntelliPro provides a comprehensive benefits package, all subject to eligibility.