Administrative Assistant
MDPI USA•Philadelphia, PA
•Onsite
About The Position
MDPI USA is seeking a motivated Administrative Assistant to provide comprehensive support to our management team and assist with the day-to-day operations of our Philadelphia office. This is a full-time, permanent, in-office position. As part of our dynamic publishing organization, you will play a key role in supporting our team and contributing to a productive, organized, and engaging work environment.
Requirements
- Bachelor’s or Master’s degree in Management, Business, or a related field
- Minimum of 1 year of experience in an administrative or project management role
- Excellent written and verbal communication skills
- Strong organizational skills with exceptional attention to detail and the ability to multitask
- Effective time management skills and the ability to meet deadlines in a fast-paced environment
- Flexibility and adaptability to manage shifting priorities
- Ability to handle confidential information with discretion
- Strong initiative, follow-through, and problem-solving skills
- Ability to quickly learn new systems, processes, and technologies
Nice To Haves
- experience in publishing or professional services is an asset
Responsibilities
- Acting as the administrative liaison between headquarters, peer offices, and external vendors
- Researching potential society and institutional partnerships and sending outreach/prospecting emails
- Scheduling, coordinating, and managing meetings, appointments, and company events
- Supporting office operations, including ordering supplies, managing inventory, and maintaining office spaces
- Assisting with budgeting, invoice processing, expense tracking, and financial record-keeping
- Managing office assets, records, and filing systems to ensure accuracy and compliance
- Maintaining company databases, spreadsheets, and internal documentation
- Handling incoming calls, emails, and correspondence professionally
- Supporting company culture initiatives and team-building activities
- Assisting the Head of Business Development with preparing presentations, reports, and meeting materials as required
- Coordinating mail, package deliveries, and travel arrangements
- Supporting projects, including coordinating activities, monitoring deadlines, and following up on deliverables
Benefits
- comprehensive benefits package in accordance with company policies
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
