Administrative Assistant

Job Description

Job Description

Description

The Administrative Assistant supports the daily operations of the organization by coordinating and executing a wide range of administrative and office management functions. This role reports to the CEO and provides essential operational support for leadership, staff and client services to ensure efficient daily operations. The Administrative Assistant maintains strong organizational skills, discretion in handling confidential and sensitive information and the ability to manage competing priorities in a fast-paced and service-driven environment.

Schedule:
8am - 5pm Monday - Friday with overtime as needed. 
Key Responsibilities

Internal Executive Assistance

• Coordinate in-office meetings by scheduling rooms, preparing materials, arranging technology setups, and ensuring meeting spaces are organized.
• Assist with the maintenance of vendor agreements and relationships. 
• Support contract administration, renewals, and client documentation to ensure all documents are up-to-date and filed appropriately.
• Assist with invoicing, purchase orders, expense tracking, and basic billing support.
• Ensure compliance with company policies, procedures and security standards by following established administrative processes and safeguarding confidential and sensitive information.
• Support the leadership team by tracking tasks, follow-ups, and deadlines as necessary.
• Prepare reports and provide them to the leadership team as needed.

External Client Experience and Sales Assistance

• Answer and route phone calls, emails and client inquiries creating the ITinspired Raving Fan experience, ensuring timely and accurate responses, appropriate escalation, and effective communication with internal teams to support client services.
• Attend client meetings as needed to capture accurate and detailed notes, distribute meeting summaries, and track follow-up action items.
• Serve as the primary point of contact at the front entrance by greeting visitors and setting the tone reflective of the ITinspired way.
• Deliver equipment to client locations as required, ensuring proper documentation and handoff procedures are adhered to while fostering a personal interaction consistent with the ITinspired way.
• Assist with planning and organizing company events, including venue setup, food orders, vendor relationships, logistics coordination, etc.
• Identify and take part in opportunities for business networking or community involvement to help perpetuate the ITinspired brand.

Internal Office Management / Building Maintenance

• Assist with building maintenance tasks by addressing routine and as-needed facility related issues, including coordinating with vendors/contractors as needed ensure building maintenance meets necessary standards.
• Manage incoming and outgoing shipments, including receiving deliveries, preparing packages, coordinating pickups, and maintaining shipment records.
• Act as the internal runner to support daily needs, including transporting documents, supplies, equipment deliveries, etc. as needed.
• Order office supplies and equipment, while monitoring inventory levels to ensure office areas are well stocked.
• Order meals and refreshments for the office while ensuring the kitchen area is fully stocked for employees, meetings, and events.
• Performs other duties as assigned to support business operations, improve efficiency and contribute to overall success of the organization.

Physical Requirements : This position operates in a professional office environment and is a sedentary position that requires long periods of sitting at a desk and operating a computer and other office machinery. This position requires frequent communication with others, both speaking and listening. Lifting/carrying up to 25 pounds may be required as necessary.

Skills, Knowledge and Expertise

Required Skills and Abilities:

• Strong organizational and time management skills
• Excellent written and verbal skills
• Strong problem-solving skills
• Basic understanding of IT terminology and services
• Adaptable to a fast-changing environment

Education, Certification, and Experience :

• High School Diploma required
• Associate or Bachelor’s degree in business or a related field
• 2+ years of administrative experience, ideally in a technical or fast-paced professional services environment