Office Assistant

Gemma Power Systems•Glastonbury, CT

11d•Onsite

About The Position

Gemma Power Systems is seeking a full-time Office Assistant to join our team. This position plays a key role in supporting daily operations and providing administrative assistance across the organization. The ideal candidate is a motivated, self-driven professional who enjoys helping others, is strong at multitasking and capable of managing priorities accordingly. The ideal candidate will possess exceptional organizational and communication skills, maintain a high level of professionalism, and demonstrate confidence, adaptability, reliability, and a positive attitude in a fast-paced work environment.

Requirements

High school diploma or equivalent
3+ years of experience in supporting a professional office environment
Proficient in utilizing Microsoft Office Programs (Outlook, Teams, Word, Excel, etc.)
Knowledge and experience with Adobe Acrobat
Experience in utilizing a companywide phone system
Excellent verbal and written communication skills
Strong organizational skills with a high attention to detail
Ability to prioritize and achieve objectives within established timeframes
Punctual and reliable with a commitment to daily attendance
Strong interpersonal skills and ability to work well within a team
Ability to maintain confidentiality of sensitive company information
Work independently with a high level of self-direction as well as in a team environment
Able to maintain a friendly, positive, and professional attitude
Must be self-driven, Resourceful, motivated, assertive and adaptable

Responsibilities

Serve as the primary reception contact, welcoming employees and guests in a professional and friendly manner.
Assist visitors with check-in procedures and guide guests to appropriate office locations, meeting rooms, etc.
Receive, process, and distribute incoming and outgoing mail and packages timely.
Manage main phone line, including answering, screening, and transferring incoming calls and recording and updating phone greetings and prompts.
Manage multiple voicemail inboxes, including monitoring, screening, and distributing messages to the appropriate individuals in a timely manner.
Collaborate with staff to support meetings and events, including managing conference room schedules, coordinating front lobby digital messaging, preparing meeting materials and spaces, coordinating food and beverage, including delivery or pickup when needed, resetting meeting spaces upon completion, and coordinating outside venues when requested.
Support employees with a variety of administrative functions, including preparing and formatting documents and presentations, scanning, copying and printing documents, data entry, managing business card orders, supporting expense processing, processing invoices related to office supplies and services, and providing other general administrative support as needed.
Assist with travel and lodging coordination, including airline reservations, lodging reservations, hotel authorizations as required, itinerary changes and other transportation needs, such as car rentals or train services.
Assist with onboarding activities, including supporting new hire welcome packages, preparing Home Office workspaces, and supporting coordination of building access.
Manage and maintain adequate inventory of all office and breakroom supplies.
Maintain a clean, organized, and professional reception and common office areas.