Office/Administration - Executive/Administrative Assistant

Administrator Office

The Office Administrator organizes, coordinates and implements office process and procedures in order to ensure organizational effectiveness and efficiency. This role will support print device and mail services, office and supply inventory management, conference room/AV support and general office administration. Energetic experienced professional who can wear multiple hats. Needs experience in handling a wide range of administrative and executive support related tasks and 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
  • Deliver paper for all office equipment
  • First responder for print device issues and escalation to tech services if needed
  • Ensure proper maintenance and usage of all equipment and supplies
• Mail/Shipping & Receiving
  • Process all outgoing pre-stamped personal USPS and business FedEx packages
  • Verify, sign, deliver and record all incoming/outgoing Accountable Mail
  • Sort and deliver incoming FedEx, DHL, UPS, Staples packages and all U.S. Postal Service mail
  • Handle "rush" pick-up/delivery requests
  • Maintain and provide specialized mailing forms i.e. Express, Registered, Certified and Insured
  • Daily interaction and updates with vendors to ensure that procedures and work standards for the Mail Center operations are maintained
• Conference Center Support
  • Coordinate audio-visual equipment and prepare facility for meeting (including Skype, WebEx, teleconference and VTC)
  • Prepares coffee and set out snacks as needed
• Office & Food Supply Management
  • Establish and maintain par levels for all required basic office supplies, including water and coffee, throughout the building
  • Manage, maintain, clean, and organize Supply stops and Storage areas, including re-fill of coffee and water machines (Copier/Kitchenette)
  • Responsible for the acquisition of conference room supplies (snacks, pens, notepads, flip chart)
• Office Support Services
  • Assist with special projects as needed e.g.