Administrative Services 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.

• 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.

• 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.

• 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.

• 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.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 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…