Administrative Assistant II
About The Position
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.
Requirements
- 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 ID badge 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 and adaptable to shifting priorities, last-minute changes, and evolving responsibilities
Nice To Haves
- Preferred Bachelor’s Degree (BS/BA) from four year college or university or equivalent combination of education and 2-4 years of administrative experience
Responsibilities
- Welcomes and assists all visitors, including professionals, sales representatives, 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
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
