Office Coordinator/Sr. Administrative Assistant

HKS•Phoenix, AZ

About The Position

The Office Coordinator/Sr. Administrative Assistant supports teams by scheduling meetings and appointments, coordinating office needs, welcoming visitors, and providing general administrative support to employees. The role calls for an organized, personable, and detail-oriented professional who helps support company operations and teams. The position handles meeting and calendar logistics, administrative and desktop publishing tasks, office supplies and credit card reconciliation, facilities and vendor coordination, office activities, reception coverage, and support for onboarding and office technology needs. The role also includes opening the office each morning and maintaining a professional, positive, and collaborative manner with staff, visitors, and clients.

Requirements

High school education; college-level education preferred.
Typically 5+ years of related experience.
Experience with MS Office Suite, including Outlook, Word, Excel, PowerPoint, Salesforce, and Teams.
Strong interpersonal skills and ability to interact with all levels of staff.
Ability to maintain appropriate confidentiality and adhere to business ethics.
Ability to communicate clearly, concisely, and professionally, verbally and in writing.
Ability to proactively problem-solve and collaborate on innovative solutions.
Ability to work in a team environment.
Ability to prioritize tasks, meet multiple deadlines, and respond to changes at short notice.
Ability to work on multiple projects at the same time.
Ability to meet deadlines effectively while maintaining expected quality.

Nice To Haves

College-level education.
Knowledge of Adobe software, including InDesign and Illustrator, to create and edit graphic materials and presentations.
General knowledge of Bluebeam software.

Responsibilities

Prepare meeting agendas for assigned staff; assist with meeting setup and cleanup, including ordering lunch; and take minutes as needed.
Schedule and organize meetings, travel, conferences, and interviews.
Answer phones, distribute mail, and process expense reimbursements for assigned staff.
Perform routine and advanced desktop publishing for reports, correspondence, and presentations under minimal supervision.
Support other teams, such as Marketing, with administrative tasks.
Provide regular reception coverage.
Monitor office supply inventory and place orders.
Reconcile office credit card charges.
Assist with relationships with building management and facility vendors, including cleaning and security services.
Coordinate and plan office activities, such as parties and celebrations.
Serve as an HR touchpoint, including assisting with onboarding and new-hire paperwork.
Coordinate with the Information Technology team regarding office technology needs.
Maintain a positive and collaborative attitude with staff, visitors, and clients.
Open the office each morning.