Administrative Assistant

- Serve as the first point of contact for employees, clients, vendors, and visitors. - Greet and assist visitors while maintaining a professional and welcoming office environment. - Issue visitor badges and temporary access passes. - Maintain visitor logs and enforce office security procedures. - Assist employees with badge-related issues and manage badge inventory. - Escort visitors as needed.

- Provide administrative support for a project office supporting up to 200+ staff members. - Manage incoming and outgoing mail, packages, and deliveries. - Submit and track building maintenance requests. - Operate office workspace and conference room reservation systems. - Coordinate with other office locations regarding resources, support, and events. - Maintain office records, calendars, and operational documentation.

- Monitor and replenish office, kitchen, and breakroom supplies. - Ensure refreshment equipment remains clean, operational, and adequately stocked. - Coordinate vendor service requests as needed. - Maintain required workplace postings and office compliance documentation. - Support health, safety, and facility policies and procedures. - Address and triage facility and technology-related requests.

- Manage calendars and coordinate meetings for project leadership, including Partners and Managing Directors. - Coordinate conference rooms, meeting logistics, and scheduling. - Assist with project-wide communications and announcements. - Order and coordinate catered meals and refreshments. - Plan and coordinate office events, meetings, conferences, receptions, and other functions. - Attend meetings as needed and provide administrative support.

- Minimum of 3 years of experience as a Receptionist, Administrative Assistant, Executive Assistant, Office Coordinator, or similar administrative support role. - Experience supporting a large corporate office environment and/or executive leadership teams. - Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint. - Excellent interpersonal, verbal, and written communication skills. - Strong customer service skills with the ability to interact professionally with employees, executives, clients, and visitors. - Ability to prioritize multiple tasks and manage competing deadlines. - Strong organizational and time management skills. - Ability to work independently and take initiative. - Ability to adapt to changing priorities and evolving business needs. - Ability to work effectively in a team-oriented environment. - Must be legally authorized to work in the United States without sponsorship now or in the future.

- Experience coordinating executive calendars and meetings across multiple time zones. - Experience managing conference room scheduling and meeting logistics. - Experience planning and coordinating office events and corporate functions. - Prior experience supporting senior executives, Partners, Managing Directors, or C-suite leadership.