Administrative Assistant

Position Description

The Administrative Assistant is responsible for providing a professional and efficient check-in process for guests, managing service contractors, and supporting facility needs for over 300 employees.

• Serve as the first point of contact for guests arriving at the site and manage the check-in process.
• Plan and organize responsibilities to support employee experiences and resolve any arising issues.
• Support the team in managing service contractors and maintaining the facility.
• Receive visitors and contractors, document entry, issue badges, and ensure visitor needs are met including any protective equipment.
• Monitor and manage the site phone switchboard and direct calls appropriately.
• Coordinate postal item and package deliveries and sort to stations within the Administrative Building.
• Coordinate beverage services and catering with contracted vendors and handle supply management.
• Manage printer and label supplies and coordinate with IT Services for ink/toner deliveries.
• Produce vinyl labels per office requests and manage inventory supplies.

• Proficiency in Microsoft Word, PowerPoint, and Excel.
• Ability to manage and organize responsibilities effectively.
• Strong communication skills for greeting and interacting with guests.
• Capable of monitoring and directing switchboard calls.
• Experience in coordinating deliveries and mail sorting.
• Skills in service coordination and stock management.
• Ability to produce vinyl labels and manage inventory supplies.