Office Administrative Assistant

Reports to: Senior Director of HR

Position Location:  Company HQ in Suburban Philadelphia, PA

 

The Office Administrative Assistant is responsible for assisting with day-to-day operations including handling shipping and receiving, calendar and conference room management, and maintaining an inventory of supplies.  The Office Administrative Assistant is the face and voice of the company to customers, vendors, and employees.

 

Areas of Responsibility:

 

  • Operations & Team Support
  • Work closely with the Office Manager and Senior Leadership team to anticipate needs in advance of meetings and conference calls
  • Provide ad hoc administrative support to entire organization as needed
  • Plan and arrange meetings and conference calls, ensuring appropriate technical arrangements are in place and all necessary information distributed to appropriate parties in advance
  • Troubleshoot and communicate potential calendar conflicts, prioritize inquiries and requests, make judgments and recommendations to ensure smooth day-to-day engagements
  • Organize and maintain documents and folders in cloud-based document management system
  • Assist with travel arrangements such as booking flights, cars, and hotel
  • Respond to complex inquiries from all levels of employees or external sources
  • Assist with maintaining inventory and supplies
  • Plan, coordinate, and facilitate internal and external Company events, meetings, conferences
  • Assist with special projects, presentations, and correspondence
  • Responsible for all clerical functions including reception and mail service
  • Support the Office Manager with expansion and renovation projects
  • Assist with new hire set up and support

Required Skills & Qualifications:

  • Bachelor’s Degree or equivalent experience
  • Minimum of 3+ years of Administrative Support experience
  • Excellent written and verbal communication skills with professional polish
  • Maintain complete confidentiality of all sensitive information and documentation
  • High level of customer service, attention to detail, and organization
  • Perform responsibilities in a fast-paced environment
  • Ability to manage time effectively without supervision and to organize, prioritize and deliver tasks and projects with a sense of urgency
  • Ability to work within the United States
  • Ability to work out of the Chadds Ford, PA office location

Preferred Qualifications:

  • Proficient in Microsoft Office suite including Microsoft Word, Excel, Outlook, and PowerPoint

 

Key Relationships

Internal Interactions:

  • All employees

External Interactions: 

  • Candidates
  • Board Members & Investors
  • Consultants
  • Vendors
  • Landlord

Cultural, Behavioral and General Characteristics

  • Integrity
  • Collaborative
  • Work standards/high work ethic – initiative and drive
  • Innovativeness & creativity
  • Self-sufficient, self-driven, self-motivated (work with minimal supervision):  figure it out
  • Ability to think through complex issues and solve problems
  • Desire to share information and support a transparent culture

 

 

Job Type: Full Time
Job Location: Philadelphia Area

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