Office Administrative Assistant

Long Description

Provide comprehensive administrative, operational, and logistical support across multiple departments to ensure efficient daily operations, secure facility access, effective communication, and high-quality coordination of meetings, events, and employee services. Maintain professionalism, confidentiality, and organizational excellence while supporting leadership and contributing to a positive workplace culture.

MAIN FUNCTIONS:

•    Coordinate and schedule meetings, video conferences, staff reviews, skip-levels, and leadership sessions.
•    Arrange domestic and international travel itineraries for executives and employees.
•    Support office management: maintaining inventory of supplies, kitchen areas, conference rooms, and lobby.
•    Manage shipping/receiving operations (FedEx, USPS), including outbound shipments of documents, parts, and samples.
•    Oversee OnGuard badge system: new hire setup, deactivation, time zone configuration, semi-annual badge audits.
•    Administer Total Connect system for burglar alarm passcodes and employee setup/deactivation.
•    Serve as primary contact for overnight/weekend burglar/fire alarm alerts.
•    Support purchasing activities: onboard new suppliers, process PRs, obtain quotes, maintain inventory, manage R&D snack budget.
•    Coordinate expos, Town Halls, OEM/supplier visits, and employee events (luncheons, holiday gatherings).
•    Maintain phone lists, organizational charts, business cards, name plates, and onboarding administrative tasks.
•    Assist in managing employee vacation schedules and support staffing continuity.
•    Assist with facilities coordination, preventive maintenance, contractor scheduling, and outage communications.
•    Respond to recurring information requests and perform confidential administrative duties.

TRAINING & SPECIFIC KNOWLEDGE:

•    Strong administrative and office management knowledge.
•    Understanding of security systems (OnGuard, Total Connect).
•    Familiarity with logistics, purchasing workflows, and event coordination.
•    Knowledge of facility operations and contractor coordination.

EXPERIENCE:

•    1-3 years professional administrative experience.
•    Experience supporting multiple departments and leadership levels.

TECHNICAL COMPETENCES:

•    Highly skilled in Microsoft Office applications.
•    Proficiency with access control systems (OnGuard), alarm systems (Total Connect).
•    Strong organizational, scheduling, and logistics coordination skills.

PERSONAL COMPETENCES:

•    Excellent verbal and written communication.
•    High discretion and ability to work with confidential information.
•    Ability to multitask with frequent interruptions.
•    Professionalism under stressful situations.
•    Strong attention to detail and follow-through.
•    Ability to interact effectively with all levels of employees and management.