Office Administrator

Description

Position Summary

We are seeking a highly organized and proactive (Office Administrator) to support all Vice Presidents across the organization. This role requires exceptional administrative, communication, and coordination skills to manage complex schedules, facilitate cross-departmental communication, and ensure smooth day-to-day operations. The ideal candidate will be professional, discreet, and capable of handling multiple priorities in a fast-paced environment.

Essential Job Functions

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Comprehensive Administrative Support: Provide daily administrative support to all Vice Presidents, including calendar management, travel arrangements, and meeting coordination.
• Meeting Management: Schedule and organize internal and external meetings, prepare agendas, take meeting minutes, and track action items to ensure follow-up.
• Central Communication Point: Serve as a central point of contact for interdepartmental communication and ensure efficient information flow across teams.
• Executive Presentation Preparation: Assist in the creation, design, and formatting of PowerPoint presentations for executive-level meetings.
• Confidential Document Management: Handle confidential documents and maintain well-organized digital and physical filing systems.
• Administrative Processes: Accurately and timely process expense reports, purchase requisitions, and vendor invoices.
• Event and Logistics Coordination: Coordinate logistics for events, training sessions, and off-site meetings involving the executive team.
• Departmental Priorities and Deadlines: Understand and maintain an up-to-date understanding of departmental priorities and deadlines to ensure alignment with organizational goals.
• Special Projects Support: Support special projects and administrative initiatives as the Vice Presidents assigns.
• Process Optimization: Proactively identify opportunities to streamline administrative processes and improve overall efficiency.
• Employee Onboarding Assistance: Assist in the proper execution of the onboarding process, maintain updated participant records, and actively contribute to enhancing the employee experience.
• Mail Management: Ensure correspondence arriving at the corporate office is delivered to the appropriate recipient within established timeframes to avoid delays.
• Meeting Room Administration: Oversee the proper use and scheduling of meeting rooms in accordance with the guidelines established.

Supervisory Responsibilities

        This position has no supervisory responsibilities. 

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

While performing the duties of this job the employee is regularly required to work standing up, walk, use hands to operate tools and equipment and must be able to exert regularly up to 10 pounds of force, frequently exert 30 pounds of force and occasionally exert 50 pounds of force to perform the essential job functions constantly. The employee will be frequently required to reach with hands and arms, bend, balance, kneel, crouch, crawl, push, and pull. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. The employee is subject to environmental conditions, protection from weather conditions, but not necessarily from temperature changes. The worker is subject to noise; there may be sufficient noise to cause the worker to shout to be heard above the ambient noise level. Position requires full range of body motion, manual and finger dexterity, and eye-hand coordination. Employees may work under stressful conditions and irregular This role is typically performed in an office environment and requires the ability to sit, stand, and work with computers for extended periods. 

Qualifications

Required Education, Skills and Experience

• Proven Experience: Demonstrated success as an Executive or Administrative Assistant, preferably supporting senior leadership in a corporate or multi-department environment.
• Professional Background: Minimum of 2 years of experience in administrative or executive support roles, with a strong preference for experience in fast-paced, dynamic organizations.
• Organizational Excellence: Exceptional organizational and time-management skills, with the ability to prioritize tasks effectively and meet deadlines.
• Communication Skills: Strong verbal and written communication abilities in both English and Spanish, with the ability to convey ideas clearly and professionally.
• Technical Proficiency: Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with collaboration tools such as Zoom, Teams, or similar platforms.
• Discretion and Professionalism: High level of discretion, professionalism, and integrity when handling confidential information and interacting with stakeholders.
• Adaptability: Ability to multitask, manage competing priorities, and adapt to a fast-paced and dynamic work environment.
• Service-Oriented Mindset: Strong service-oriented attitude, focusing on supporting the team and organization's needs.
• Negotiation and Interpersonal Skills: Well-developed communication and negotiation skills to foster collaboration and resolve challenges effectively.
• Educational Background: Associate or bachelor’s degree is preferred but not required.

This job description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the company. Since no job description can detail all the duties and responsibilities that may be required from time to time in the performance of a job, duties and responsibilities that may be inherent in a job, reasonably required for its performance, or required due to the changing nature of the job shall also be considered part of the jobholder’s responsibility.

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