Administrative Services Assistant

Administrative Assistant

The successful candidate is someone who naturally creates a welcoming and professional first impression while being equally comfortable handling the practical details that keep an office operating smoothly. This individual is proactive, dependable, resourceful, and willing to step in wherever needed. They enjoy helping people, solving problems, and creating an organized workplace where staff and visitors have a positive experience.

The role performs general administrative duties, including office and clerical support services, general administration, shipping and receiving, reception, purchasing, facilities and security support, invoicing for services, and complaint processing/customer service.

Reception

• Welcome and assist staff, visitors, community members, and vendors in a professional and friendly manner.
• Manage the reception area and ensure it remains welcoming, organized, and presentable.
• Answer, screen, and direct incoming calls and general inquiries.
• Manage visitor arrivals, sign-in procedures, badges, and notifications to staff.
• Coordinate with building security and property management as needed.
• Receive and distribute incoming mail, packages, and deliveries.
• Coordinate outgoing mail and shipments, including courier services.
• Monitor and maintain reception supplies and other front-of-house materials.
• Perform other administrative and workplace support duties as assigned.

Administrative Support

• Provide general administrative support to the Administrative Services & Facilities team.
• Schedule and coordinate meetings, conference rooms, and other shared spaces.
• Assist with meeting and event preparation, including room setup, catering, supplies, and cleanup.
• Maintain office records, directories, contact lists, and other administrative documentation.
• Support the ordering and inventory of office, kitchen, and facility supplies.
• Process invoices, purchase orders, expense documentation, and other administrative records as assigned.
• Assist with internal communications related to office operations, facilities, and workplace services.
• Perform other administrative and workplace support duties as assigned.

Facilities & Workplace Support

• Serve as a point of contact for routine workplace and facilities requests.
• Report building, maintenance, cleaning, security, and equipment issues to the appropriate internal team member or vendor.
• Coordinate with facilities vendors and service providers as needed.
• Help maintain common areas, meeting rooms, kitchens, and other shared workplace spaces.
• Support office moves, seating changes, workplace projects, and special events.
• Conduct and coordinate administrative duties such as calendar management, expense reports, travel support, and vendor contract logistics.
• Perform general clerical tasks such as photocopying, faxing, mailing, and filing.
• Assist with emergency preparedness and workplace safety procedures as appropriate.
• Perform other administrative and workplace support duties as assigned.

Team Support

• Provide a high level of customer service to employees and visitors.
• Build positive working relationships across functions and with external service providers.
• Handle confidential or sensitive information with appropriate discretion.
• Take initiative to identify opportunities to improve office processes and the staff and visitor experience.
• Perform other administrative and workplace support duties as assigned.

Required Knowledge, Skills & Abilities (KSAs)

• Ability to work effectively with a highly diverse workforce.
• Proficiency in Microsoft Excel, Word, and PowerPoint, as well as Adobe Acrobat Professional and common office technology.
• Strong organizational and time-management skills with the ability to prioritize competing requests.
• Excellent verbal and written communication skills.
• Professional, friendly, and service-oriented approach.
• Strong attention to detail and follow-through.
• Ability to work comfortably in a fast-paced office environment with frequent interruptions.
• Ability to work independently while collaborating effectively with a team.
• Demonstrated discretion when handling confidential information.
• Excellent project management skills.

Education & Experience Requirements

• 2+ years of experience in an administrative, reception, office coordination, workplace services, or similar role.
• Bachelor's degree preferred.
• International experience preferred.
• Fluency in written and spoken English is required.
• Fluency in written and spoken language skills in any other official United Nations language is preferred.

Working Conditions & Physical Requirements

• Work is performed in a normal office environment with limited privacy and some exposure to background noise.
• While performing the duties of this job, the employee is frequently required to stand and walk and regularly required to sit.
• The employee is frequently required to talk or hear and use their hands and arms to reach, handle, or feel.
• Specific vision abilities required include close vision, color vision, and the ability to adjust focus.
• The employee may occasionally lift and/or move up to 25 pounds.