# BASIC FUNCTION:

This role combines front desk reception duties with comprehensive office management responsibilities. The ideal candidate will be experienced in executive support, vendor coordination, administrative operations, and hospitality services, ensuring smooth day-to-day functioning of the corporate office. This role also includes direct support for the President with travel coordination and calendar-related logistics.

# RESPONSIBILITIES:

- Answer and direct incoming phone calls

- Greet and check in visitors; notify relevant staff

- Maintain visitor logs and ensure safety protocols

- Assist with meeting setups (lunch arrangement, bottled water)

- Support the President with calendar management, travel arrangements and itinerary coordination

- Manage calendar supply orders and distribution for executive use

- Receive and log express mail (FedEx, UPS); notify recipients

- Send out daily U.S. and express mail

- Order and replenish office supplies

- Liaison with building management; submit service requests

- Point of contact for vendors (Toner, vending services, etc.)

- Manage access cards (activate/deactivate)

- Coordinate annual calendar orders and distribution

- Oversee battery recycling program and order supplies

- Set up workspace, mailbox, and access for new hires

- Update seating matrix and group email lists

- Request ergonomic assessments and order nameplates/business cards

- Support internal meetings and events (leadership meetings, company outings, etc.)

- Collaborate with other admins on logistics and planning

- Assist with internal and external audits

- Participate in Sustainability Committee and evacuation sweeper training

- Maintain and update evacuation lists; coordinate safety training

- Other duties as assigned

# QUALIFICATIONS:

Associate’s degree or other advanced schooling is preferred. 5 years of experience in an office administrative role or an equivalent combination of education, training and experience.

Proficiency in Microsoft Office. Excellent verbal and written communication skills and ability to manage multiple projects and tasks.

Ability to maintain confidentiality is essential. Proven experience in office management and executive support. Familiarity with vendor coordination and building services.

Must possess current US employment authorization; sponsorship not available for this position.

EOE

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