Administrative Assistant II​/Receptionist

Overview

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

• Welcomes and assists all visitors, including professionals, sales representatives, applicants, auditors, and vendors, ensuring a positive first impression. Notifies the appropriate employee and ensures visitors are escorted throughout the campus
• Manages employee and visitor badges, inclusive of issuing badges, supporting with replacements for lost IDs and maintaining accurate records in the visitor badge log
• Assist HR team in onboarding new employees, including issuing new hire badges, support with i9 verification, and serve as back up for onboarding support
• Support employee engagement events by assisting with planning, coordination, and on-site execution
• Answers and manages incoming switchboard calls—screening, transferring, assisting callers with inquiries, and taking messages as needed
• Maintains switchboard database with frequently dialed numbers on RING and assists in implementing emergency telephone procedures as needed
• Oversees office supply inventory, placing orders as needed to ensure a well-stocked and organized workspace
• Sorts and distributes incoming and interoffice mail; asists with mailings of letters and packages for varying projects
• Coordinates catering services for meetings and luncheons, handling order placement, setup, and teardown across the campus
• Collaborates with vendors regarding stocking, service calls and follow-ups to ensure smooth operations
• Assists with other administrative duties and special projects as assigned

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

Networking/Key Relationships

The role will interact with every department in the company worldwide as well as customers, vendors and visitors.

Minimum Knowledge & Experience required for the position:

Education:

Preferred Bachelor’s Degree (BS/BA) from 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 & Capabilities:

• Strong written and verbal communication skills, with a professional and articulate approach
• Highly organized with excellent attention to detail.
• Ability to multitask effectively in a fast-paced environment.
• Resourceful problem-solver with a proactive mindset
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Forms), switchboard operation, and  processing
• Skilled in troubleshooting and resolving practical problems with sound judgment
• 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
• Flexible…