Office Assistant - Management & Services

Office Assistant - Management & Services

Phoenix, AZ

Job: Administrative/Office Support

Primary Location: Phoenix, AZ

Schedule: Full-time

Travel: No

Req ID: 264997

Description

The Office Assistant is responsible for providing administrative support to the office to ensure continuity of daily office functions and operations. This position coordinates with leadership to provide administrative services in conjunction with Global Practice and business line goals and objectives. The Office Assistant coordinates office support services and facilities management in order to ensure organizational effectiveness and efficiency of the office.

Provide high level administrative support to the Office Manager, managing schedules, appointment requests and a high volume of meetings and events.

Support the Global Practice, business line leaders and office staff with a variety of administrative and operational tasks on a daily basis.

Support Project Managers with proposal development and project specific tasks including issuing Purchase Orders, maintaining project schedules, tracking budgets and financial information.

Responsible for maintaining office reception area, greeting guests, and referring callers to appropriate parties.

Plan, coordinate and facilitate on-site and off-site meetings for the office. This may include client meetings, trainings, stakeholder meetings, office management meetings, etc.

Coordinate and manage office events and activities. Oversee catering and conference room management for events; event set up and tear down.

Assist office leadership team with calendar management, conference calls, related conference room set up, expense reports, and meeting coordination as requested.

Coordinate travel arrangements and prepare travel itineraries.

Prepare messaging and correspondence including emails, meeting agendas and meeting minutes.

Responsible for gathering, compiling, verifying, proofreading, and analyzing information to prepare documents such as memos, letters, reports and power point presentations.

Assemble and analyze information involving business plans and financial reports in PowerBI and Excel.

Maintain seating and organizational charts in Visio.

Monitor, review, and approve standard expenditures to ensure the activities of the office are conducted within established budgets. Process office accounts payable invoices.

Coordinate and maintain overall office appearance including the kitchenette, furniture, equipment, and supply inventory.

Administer office access security (badging and keys).

Support management and human resources with new hires and separations.

Manage office correspondence, letters, packages, etc.

Coordinate with building management on office maintenance.

Performs other duties as assigned.

Complies with all policies and standards.

Qualifications

High School Diploma/GED required.

Applicable office/clerical experience preferred.

Advanced knowledge in Microsoft Word, Excel, and PowerPoint required.

Ability to work independently, demonstrating accuracy, reliability, and problem-solving skills.

Excellent organization skills, attention to detail, verbal and written communication skills, and ability to handle multiple tasks.

Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e. clients, vendors, business partners, community leaders).

Ability to exercise discretion and confidentiality.

Excellent organizational, prioritization and time management skills.