Office Administrator

Akima, LLC•Huntsville, AL

1d•Onsite

About The Position

The Administrative Assistant/Office Administrator will provide administrative and operational support to leadership, as well as organize and maintain the daily operations of the facility. This person will support both internal and external events with a high level of professionalism and attention to detail, and in a manner that reflects positively on the organization. The Office Administrator supports onboarding and event coordination across multiple locations. This role is essential to maintaining high-quality employee experience and ensuring smooth execution of internal programs and leadership initiatives.

Requirements

Proven experience in office administration or executive support.
Strong organizational and multitasking skills.
Excellent written and verbal communication.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
Ability to manage confidential information with discretion.
Must be a US Citizen.

Nice To Haves

Experience with onboarding processes and employee engagement is preferred.

Responsibilities

Leadership & Administrative Support:
Prepare meetings by printing/binding briefings and setting up conference rooms.
Finalize and edit presentations for spelling, formatting, and consistency.
Create and manage Word, Excel, and PowerPoint documents, agendas, reports, and special projects.
Support bi-weekly leadership meetings.
Facilitate SPOT entries for international contracts.
Manage incoming/outgoing mail and packages; coordinate FedEx shipments and maintain supplies.
Allocate and reconcile P-card purchases in a timely manner.
Onboarding & Employee Experience:
Prepare workspaces and welcome materials for new hires.
Conduct new hire orientations and maintain onboarding materials.
Serve as point of contact for new employees.
Schedule and track Quality of Hire surveys at 60-day intervals.
Complete I-9 documentation and upload to Equifax on start dates.
Assemble welcome bags and distribute branded merchandise.
Maintain and update office seating chart with manager approvals.
Event Planning and Coordination:
Plan and execute internal events such as flu clinics, golf tournaments, intern programs, potlucks, Meet & Eats, and Treat Pickups.
Coordinate monthly morale events (lunches, breakfasts, holiday events) including vendor quotes, budgets, and logistics.
Organize the annual holiday party and leadership dinner, including catering, rentals, and volunteer coordination.
Track work anniversaries and coordinate award plaques and shipments.
Office & Facilities Management:
Monitor and order office supplies, coffee, and snacks.
Restock coffee/snack areas weekly and bi-weekly; maintain kitchen supply list.
Maintain appearance of common areas; ensure kitchens and coffee bars are clean and stocked.
Cross-Functional Support:
Support other departments and executives as needed.
Collect and track monthly CDRLs from internal stakeholders.
Invest in building long-lasting relationships that promote the desired Akima/Pinnacle culture.