Administrative Assistant II

Administrative Assistant II

The Administrative Assistant II serves as the first point of contact for visitors and employees in the executive offices, providing a welcoming and professional presence. This role is responsible for a variety of administrative and front office tasks, including onboarding new employees, managing select company vendors, and assisting with mailings and small shipments. This position will manage catering for on-site meetings, answers incoming switchboard calls, and ensures a smooth and organized office environment.

As a key representative of the company, this individual plays a crucial role in creating a positive first impression for both visitors and employees.

Success in this role requires an efficient, professional, and resourceful individual who is personable, enthusiastic, and detail-oriented. The ideal candidate will excel at multitasking, think proactively, and demonstrate a strong willingness to learn and adapt in a dynamic environment.

Key accountabilities include welcoming and assisting all visitors, managing employee and visitor badges, assisting HR team in onboarding new employees, supporting employee engagement events, answering and managing incoming switchboard calls, maintaining switchboard database, overseeing office supply inventory, sorting and distributing mail, coordinating catering services, collaborating with vendors, and assisting with other administrative duties and special projects.

Networking/key relationships involve interaction with every department in the company worldwide as well as customers, vendors, and visitors.

Minimum knowledge and experience required for the position include a preferred bachelor's degree from a four-year college or university or equivalent combination of education and 2-4 years of administrative experience. Management has the discretion of substituting relevant work experience for a degree and/or making exceptions to the years of experience requirement. Skills and capabilities include strong written and verbal communication skills, high organization with excellent attention to detail, ability to multitask effectively in a fast-paced environment, resourceful problem-solving with a proactive mindset, proficiency in Microsoft Office Suite, switchboard operation, and  processing, skilled in troubleshooting and resolving practical problems with sound judgment, ability to execute instructions in written, verbal, or diagram form, ability to deal with problems in standardized situations, ability to carry out duties in various buildings across campus, and flexibility and adaptability to shifting priorities, last-minute changes, and evolving responsibilities.

Travel requirements are not applicable.