Administrative Assistant

OneDigital•Franklin, TN

69d

About The Position

The Administrative Assistant supports general administrative duties and day-to-day office operations. This role involves a range of responsibilities and is suited to someone who is flexible, has a can-do attitude, and thrives in a fast-paced environment. The position supports reception and visitor services, facilities and office upkeep, meeting and event logistics, mail and shipping, CRM and client administration, marketing coordination, and workplace culture initiatives.

Requirements

Excellent verbal and written communication skills.
Good interpersonal and customer service skills.
Exceptional organization skills.
Ability to work as part of a team.
Ability to work independently.
Ability to manage multiple priorities.
Ability to maintain confidentiality.

Responsibilities

Answer and appropriately direct incoming telephone calls.
Welcome and assist visitors, clients, prospects, and vendors.
Act as the primary point of contact with building management and resolve issues involving maintenance, parking, power outages, security, and trash removal.
Keep shared spaces clean, organized, and presentable, including conference rooms, supply closets, hoteling offices, and break rooms.
Prepare and maintain the kitchen by monitoring snacks, beverages, the dishwasher, and coffee machine.
Help maintain office equipment, such as copiers and shredders, and coordinate with vendors as needed.
Order and maintain office and kitchen supplies.
Submit IT service tickets and assist with issues affecting individuals or the office.
Coordinate conference room scheduling and assist with meeting setup, cleanup, and food selection or ordering.
Assist with planning and day-of logistics for on-site and off-site events.
Coordinate client and prospect gifting campaigns for birthdays, holidays, bereavements, and special occasions.
Manage incoming and outgoing mail and packages, and deliver items to team members as needed.
Coordinate receiving and outbound shipments through USPS, UPS, and FedEx.
Scan and send documents to the corporate office as needed.
Create and update client checklists.
Serve as a CRM superuser, supporting platform expertise, data hygiene, and end users.
Update the CRM with policies, renewal dates, participants, premiums, projections, and documents.
Pull reports from carrier websites as needed.
Print and bind client presentations as needed.
Train staff on office equipment as needed.
Complete additional administrative projects assigned by the management team.
Coordinate logistics for client and prospect gifting campaigns and events.
Work with the Marketing Manager to ensure required marketing materials and collateral are available onsite.
Champion company culture and ensure daily operations and office procedures align with OneDigital's cultural values.
Plan and communicate internal staff events and employee recognition initiatives.
Implement national OneDigital employee programs and events.