Job description

Reporting to the HR Operations Manager, the Administrative / Office Assistant is responsible for overall office activities including the reception area, mail, purchasing, corporate communications, travel, conferencing, and facilities maintenance. Other responsibilities include providing support to all employees within the office and remote, managing office moves, providing arrangements for meetings, leading company wide communication messages, and support for conferences/external client meetings and events.

Essential Functions:

• Manages the reception area to ensure effective telephone, mail, and digital communications both internally and externally to maintain a professional image. The person will sit at the reception desk and welcome all visitors to the office through our secured access.
• Manages the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities. This includes set up of new employees
• Negotiates the purchase of office supplies, furniture, equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions
• Leads mass internal employee communication by reviewing and preparing correspondence to various distribution lists and developing company formatted templates for all communication.
• Maintains all office equipment, including copier, fax machine, postage, etc.
• Responsible for the office day-to-day operations (such as managing internal client meetings, equipment needs, ordering food/supplies, organizing office areas, facilities maintenance, etc.)
• Provides administrative support for conferences, meetings (internal and external) and RFP preparation throughout the agency
• Supports President with expense reporting and account maintenance
• Manages various corporate accounts outside of the organization
• Coordinates overall administrative activities working closely with all levels of the organization.
• Supports Human Resources team with various projects.
• Other duties as assigned.

Education and Experience:

• High school diploma required; Advanced degree preferred
• Minimum of 5 years of office management experience
• Strong written and verbal communication skills a must
• Confidentiality is a critical skill for the role
• Working knowledge of mail processes such as postage machine, FedEx and UPS
• Expert level computer skills required including all Microsoft products (Outlook; Excel; Word; PowerPoint), corporate expense and travel software (Concur), and video conferencing equipment/software

NOTE: This position is based out of Warrendale, PA and requires work in the office from 8:00 AM - 5:00 PM, Monday - Friday.

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Benefits:

• 401(k)
• Health insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Warrendale, PA 15086: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person

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