Executive Assistant - 11577 - Hiring Urgently

We are hiring an Office Administrator/Receptionist to join our team.

Under the supervision of the Vice President of IT & Corporate Facilities, the Receptionist / Office Administrator will have the primary responsibility for a wide range of administrative and planning activities, coordinating maintenance of the office, and ensuring the office is well stocked with appropriate supplies to support guests and staff In addition, this role will be responsible for coordination of all events and travel accommodations related to Board of Director Meetings including providing support to BOD members during these events.

PRIMARY RESPONSIBILITIES

BOARD OF DIRECTOR DUTIES

· Manage Board of Directors meetings, travel plans, and communications to include coordinating hotel arrangements, conference rooms, and dinner and other event reservations.

· Maintain confidentiality regarding corporate and board matters and documents.

· Compile and distribute board related documents in a timely and accurate manner.

· Provide additional support as needed.

OFFICE ADMINISTRATOR DUTIES

· Monitor facilities to ensure they are always in top condition.

· Oversee parking validations and key card access system for the office, the building, and the parking garage lots.

· Produce monthly reporting for parking validations, keycard access, and for office space reservation system.

· Provide support for senior and executive management.

· Coordinate company meetings and events – lunches, meeting space, scheduling attendees & venues.

· Assist with corporate event planning, holiday parties, etc.

· Screen & direct phone calls to appropriate party.

· Assemble welcome packages for new employees (cups, badges, shirts).

· Perform Notary / E-notary services.

Run errands (Post Office, FedEx, pick up lunch, and other areas as needed)

· Assist with corporate event planning, holiday parties, etc.

· Other duties as directed by supervisor.

QUALIFICATIONS AND EDUCATION REQUIREMENTS

· Minimum 5 years of experience in a progressive administrative role.

· Proficiency with Office 365.

· Bachelors degree preferred.

OTHER REQUIRED SKILLS

· Candidate must possess excellent written and verbal communication skills.

· Candidate must have the ability to handle confidential information with extreme discretion and maintain security around sensitive materials.

· Candidate must be able to walk, stand, and sit for long periods of time.

· Candidate must be able to carry packages up to 15lbs