Administrative Assistant/Office Coordinator
About The Position
Applied Invention is a multi-disciplinary innovation company that partners with corporations to design and build new technologies to help them grow and adapt to rapidly changing environments. We are a group of experienced technologists that have especially strong skills in building complex systems that incorporate data analytics, artificial intelligence, cloud computing, machine learning, distributed sensors, robotics and data visualization. We work at the speed of a startup, with quality that comes from years of working together as a cohesive team. Our relationships with our partners, primarily Fortune 1000 companies, are confidential and encompass a broad range of industries including agriculture, transportation, manufacturing, information technology, energy, medical and healthcare. If you are a self-starter who shares our passion for solving problems that matter, for pushing the limits of what’s possible, and for asking hard questions, we want to meet you.
Requirements
- Minimum of 3-5 years’ experience in an office and executive administrative support role.
- Advanced skills in MS Office Suite & Google applications in a business environment.
- Excellent written and verbal communication skills.
- Proactive self-starter, who is flexible and willing to help wherever needed.
- Professional demeanor and phone manner.
- Demonstrated ability to multi-task and prioritize.
- Exceptional organizational as well as project and time management skills.
- Proven ability to exercise good judgment.
- Proven collaborator at all levels of an organization.
- Excellent customer relations skills.
Nice To Haves
- BA/BS in business or related field preferred.
Responsibilities
- Reporting to HR and Operations, and collaborating with IT and facilities to establish and maintain protocols to ensure professional running of the Boston office and maintaining the facility in an exceptional working order.
- General office administrative duties including: visit coordination, conference room calendaring, managing demo calendar, parking and NDA management, preparing conference rooms for video conferencing calls, incoming and outgoing mail etc.
- Support internal and external meetings including scheduling, invites, food and other logistics as needed.
- Managing the visitor experience including: answering the main company phone line and greeting all visitors ensuring that they are properly welcomed and sign in (including NDA’s) and badging.
- Ensure daily, weekly, and recurring office maintenance in such a way that it supports a high-level experience for visitors and employees alike including: morning set up and kitchen readiness, maintaining cleanliness of the common office areas, conference rooms and kitchens, supply ordering and stocking, plant maintenance etc.
- Coordinate efforts regarding space construction and renovation, moves & rearranges, seating plans and arrangements etc.
- Coordinate with building management/landlord regarding building related issues, concerns and needs including: lease agreements on parking, maintenance and repairs.
- Supply ordering and vendor relationship management, working closely with the Director, Operations on contractual relationships and budget management.
- Supporting Seattle office administrative duties/vendor relationships
- Work with Burbank Admin team and HR to support company internal events such as holiday party and team outings.
- Providing backup executive administrative support.
- Act as liaison for HR as needed.
- Act as liaison and general administrative support as needed for other companies in the building.
- All other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
