Administrative Assistant

• Front Desk & Office Administration: Serves as the primary point of contact for visitors, clients, and incoming phone calls. Answers and direct calls on main phone line. Manage conference room schedules and coordinate meeting space reservations for project teams and client meetings. Receive, sort, and distribute incoming mail and packages. Coordinate printing, scanning, document preparation, and courier services. Process invoices by coding and forwarding them to corporate accounting team. Prepare FedEx, USPS, and other shipping labels and ensure timely shipment of outgoing packages. • Office Operations & Facilities Maintain the appearance, cleanliness, and organization of common office areas. Coordinate with office cleaning vendors and building tenant and ensure office standards are maintained. Manage office and kitchen supplies, including purchasing and stocking snacks, beverages, and other office necessities. Load and run dishwashers daily and maintain kitchen cleanliness. Clean and organize refrigerators and microwaves on a regular schedule. Maintain inventory of company promotional items, business cards, envelopes, and branded materials; coordinate reordering as needed. • Employee and Team Support Prepare and set up workstations for new hires, including desks, docking stations, monitors, and office supplies. Help create a welcoming onboarding experience for new employees. Support project teams with administrative needs assigned. • Event Coordination Partner with the Executive Administrator to coordinate office events and employee engagement activities, including: Monthly team lunches Bi-weekly employee events Quarterly office events Office Budget Tracking Annual Holiday celebrations Annual client appreciation and gift programs Conference/seminars • Assist with misc. items for multiple offices/ facilities • Assist with special projects • Support employee travel setup and expense-related processes.