Administrative Assistant

Administrative Assistant

We are seeking a detail-oriented Administrative Assistant II to support our Business Development and cross-functional teams. This role involves coordinating and organizing on-site customer visits and providing comprehensive administrative support.

Administrative Responsibilities:

• Coordinate with the Business Development and cross-functional teams to plan and organize on-site customer visits.
• Manage all visit logistics and hospitality arrangements, including catering, conference room setup, swag bags, and visitor accommodations.
• Schedule and coordinate preparation meetings and customer visit meetings, including sending calendar invitations and managing attendee availability.
• Develop and circulate draft visit agendas to align internal teams with customer expectations.
• Prepare and coordinate presentation materials and supporting documents for customer visits.
• Serve as the primary point of contact to ensure a seamless and professional customer experience before, during, and after the visit.
• Perform administrative and office support activities primarily for the Site Director and Leadership Team.
• Track and coordinate the ordering of site supplies, including paper products, office supplies, and beverages for meetings.
• Organize and distribute mail throughout the site.
• Coordinate and arrange meetings, approve conference room access, prepare agendas, reserve and prepare facilities, and send out appointments for internal departmental meetings.

Qualifications:

• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Prior experience in an administrative support role is preferred.