Administrative Associate

• Minimum of 2-4 years office administration or hospitality experience
• Ability to work independently, as well as part of a team
• Conscientious, motivated, self-directed, and proactive with a willingness to take on additional projects
• Professional attitude and appearance

• Maintain and coordinate calendars for Principal/Founder, Chief Operating Officer and other executive team members as needed
• Track employee timesheets by entering data into Quick Books and preparing quarterly lobbying reports
• Assist with any general administrative needs, including mailings, document preparation, data entry, invoice processing, expense reports and tracking monthly expenses
• Coordinate employee onboarding with Finance & Administration Manager
• Serves as main point of contact for physical facilities of all three office locations (Philadelphia, Harrisburg, Pittsburgh)
• Manage all office supply needs by keeping an inventory all general office supplies, as well as kitchen/grocery
• Handle all incoming calls to the main company number as well as greeting and directing all visitors, vendors, clients, etc.
• Coordinate all travel arrangements for staff members
• Maintain company phone list, stationery needs, and any additional support needed by Operations/Administrative team
• Prepare and distribute incoming/outgoing mail including Fed Ex and other shipments
• Provide direct support to Chief Operating Officer and Finance & Administration Manager on any additional activities required to support business activities
• Help organize firmwide events, including but not limited to annual staff retreat
• Other duties may be assigned as needed and/or required

EOE.