Executive Administration: Answer phone for the Executive and handle calls as necessary by screening them, taking action and answering questions, taking messages, etc. Be responsible for heavy meeting and calendar management requiring interaction with company executives and assistants, as well as clients and consultants, to coordinate a variety of complex executive meetings.
•Office Administration: Copying, scanning and filing documents.
•Facilities: Report facility problems to building management and follow-up on repairs, etc. Coordinate with Facilities Manager to maintain accurate records for all Branch Offices. This includes employee office space assignments, square footage for each branch, etc. Prepare local offices for new employee arrivals including placement of desk, ensuring that chairs, office supplies, and employee nameplates, have been put into place. Coordinate with Facilities Manager to provide logistics support of branch offices during office moves, furniture ordering and delivery, etc.
•Office Supplies: Maintain office supply inventory and oversee the review, approval and ordering of supplies.
•Mail: Sort and distribute USPS mail, and FedEx and UPS packages. Oversee the postage meter to make sure there is ample postage and to coordinate service calls.
•Meetings: Set up conference calls and online meetings, schedule conference rooms, preparing conference rooms for large internal meetings and for customer meetings. Order and pickup breakfast items or lunch for meetings.
•Vendor Services: Oversee delivery of water, coffee, and the document destruction service. Manage the vending machines for the office
•Errands: Run errands to Post Office, FedEx, Grocery store, and to IEM local facilities
•Candidate must have strong skills in writing, oral communications and mathematics.
•Candidate should have skills that result in a proactive approach to managing the responsibilities described above. These skills should include strong organizational skills, ability to work independently, attention to detail, and ability to multi-task.
•Demonstrated experience in coordinating all aspects of office administration and logistics, including administrative support (e.g., telephone support, creation of general correspondence, typing, filing, mailing, scheduling, and other administrative duties).
•Candidate should have demonstrated written and communication skills.
•The candidate will assist corporate officers in various undefined logistic and administrative assignments.
•Experience in scheduling travel plans (flights, hotel, rental cars, etc.) and completing internal travel expense reports.
•The ideal candidate should have experience with and be comfortable providing support and coordination for a team.
•The ideal candidate will be professional, with demonstrated communication skills.
•Proficiency with the following computer applications a must: MS Word, MS Excel, MS Outlook, MS Project, and MS PowerPoint.
•Candidate must be able to lift 50 pounds.
•Experienced, dependable person.
•Must be comfortable in a fast paced environment.
•Occasional support (on-call) required after normal business hours during circumstances when the executive leadership requests it.
3 years experience in a business environment preferred.
•Experience using office automation software and equipment required.
•Experienced, energetic, highly motivated, self-motivated dependable person.
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