Assistant/Helper to the Front Desk Coordinator
About The Position
The Office Support Assistant provides administrative and operational support to the headquarters office. The role coordinates meeting preparation, including room setup and ensuring spaces have the required technology, supplies, and materials. It may also arrange food and beverages for meetings and events, and supports day-to-day administrative tasks to help the office run smoothly. The position reports directly to the Executive Assistant. The assistant reviews calendars and the Admin Planning Calendar | Logistics ahead of each workday to prepare for scheduled meetings and determine when to arrive. The role works closely with the Executive Assistant, who coordinates headquarters meetings. The assignment is temporary, onsite in Pittsburgh, Pennsylvania, for 12 months, with stated shift hours of 8:00 AM to 5:00 PM.
Requirements
- High proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
- Attention to detail and accuracy, with the ability to prioritize multiple projects effectively.
- Strong organizational skills.
- Proactive, self-motivated, self-directed, and flexible.
- Strong commitment to integrity and professionalism when working with employees, customers, and senior executives.
Responsibilities
- Review calendars the night before to identify the next day's meetings and determine the time needed to arrive and prepare.
- Check the Admin Planning Calendar | Logistics for preparations required before the day's meetings.
- Work closely with the Executive Assistant who coordinates meetings at headquarters.
- Clean coffee equipment, warm pots, make and deliver coffee, and retrieve coffee.
- Create, distribute, and retrieve meeting signage.
- Stock snack carousels, mini refrigerators, and meeting supplies, including flip charts, markers, and whiteboard markers.
- Set up meeting rooms.
- Assist with catering placement.
- Assist the receptionist with mail pickup, taking down and distributing important mail, and taking FedEx packages to the first floor.
- Inventory supplies, put stock away, and keep the supply room neat.
- Stock copy paper and toner at copy machines.
- Stock kitchenettes and cafeteria napkin holders.
- Perform other administrative duties.
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What This Job Offers
Education Level
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