Administrative Assistant

The Office Administrator is responsible for the efficient day-to-day operation of the office and creating a productive, organized, and welcoming workplace environment for employees and visitors. This role coordinates office services, vendor relationships, workplace hospitality, employee events, meeting logistics, and administrative activities that support the overall effectiveness of the organization. The Office Administrator serves as a key resource for office operations, supporting company programs, special projects, travel coordination, and leadership activities as needed.

The role also provides administrative support to the Chief Executive Officer (CEO), Chief Human Resources Officer (CHRO), and members of the leadership team while maintaining confidentiality and professionalism in all interactions.

• Coordinate office vendors, service providers, and facility-related needs.
• Order and maintain office supplies, kitchen supplies, and administrative materials.
• Receive, sort, and distribute incoming mail and packages.
• Coordinate outgoing shipments and courier services.
• Assist with visitor reception and conference room readiness.
• Maintain coffee stations, beverage areas, and snack supplies.
• Coordinate replenishment of coffee, soda, water, and other office refreshments.
• Ensure common areas, kitchens, and conference rooms remain clean, organized, and well-stocked.
• Set up refreshments and catering for meetings and company events.
• Support Human Resources initiatives, employee events, and company programs as needed.
• Coordinate leadership meetings, off-site meetings, special events, and company-sponsored functions.
• Coordinate executive dinners, customer events, and Board-related events.
• Assist with preparation of presentations, reports, correspondence, and other business documents.
• Coordinate special projects and assignments on behalf of leadership.
• Provide administrative support to the CHRO and members of the leadership team as needed.
• Arrange travel, lodging, transportation, and meeting logistics for leadership team members.
• Serve as a company Notary Public and provide notarization services for business documents, including support for Finance, Legal, and other departments as needed.
• Assist employees with visas, passport, and international travel documentation processes, including coordination of required paperwork and support with immigration service providers when applicable.
• Support Board of Directors meetings through preparation and distribution of materials, meeting logistics, and coordination of travel and accommodations for Board members.
• Provide administrative support to the CEO, including calendar coordination, meeting scheduling, travel arrangements, and preparation of meeting materials.
• Maintain confidentiality of sensitive business and employee information.

• Assist with expense reports, invoice processing, and administrative recordkeeping.
• Support employee engagement activities, celebrations, and company events.
• Maintain filing systems and administrative records.
• Provide backup administrative support across departments as needed.
• Perform other duties as assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma or equivalent required; associate degree or additional administrative training preferred.
• Previous office administration, executive assistant, or administrative support experience preferred.
• Must be 18 years of age or older.
• Ability to maintain confidentiality and handle sensitive business and employee information with discretion.

• Ability to read and interpret documents such as policies, procedures, instructions, correspondence, and meeting materials.
• Ability to write routine reports, correspondence, meeting notes, and professional communications.
• Ability to communicate effectively with employees, visitors, Board members, vendors, and…