Administrative Assistant

Reception and General Admin: 10%

● Manage building access, and all guest and visitor interactions at the campus. Maintain

visitor log and ensure only authorized visitors gain entry.

● Handle confidential information with proper care.

● Serve as the central contact for general information and campus management.

● Read and analyze incoming memos, letters, and reports to determine their significance

and distribute them appropriately.

● Maintain office appearance and functionality to facilitate efficient operations.

General Support:30%

● Perform normal office functions such as setting up and maintaining files, arranging meetings

and conferences internal and external. Make all arrangements for visitors and company

travelers.

● Reviewing drafts and finished documents: Your role will involve examining documents for

grammatical correctness, ensuring they adhere to appropriate language usage, and making

necessary corrections. This task aims to improve the overall quality of your clarity of the

documents being reviewed.

● Prepare reports by selecting relevant information from a variety of sources.

● Inventory of supply upkeep, ordering supplies as needed, maintaining purchase requests.

● Create and maintain project information and ensure the confidentiality and security of

documents; create subcontracts, purchase orders, change orders and expense reports and

their respective attachments as well as generating transmittals for Executives.

Presentation:2%

Utilizes computer skills to create high quality graphic and text presentations often under tight

timeframes. Interpret needs, determine, and produce effective presentation layout, and

organize the final documents.

Human Resources:5%

● Coordinate with HR for onboarding and offboarding to ensure proper campus access

and positive onboarding experience for new employees.

● Plan and Coordinate company events (Onsite and off- site)

● Support Human Resources with weekly follow-up with new hires and all other training.

Kitchen’s 25%

● Light cleaning of the kitchen’s upkeep, dishwasher loading/unloading, wiping down

counters/tables, etc.

● Maintain fully stocked, organized & clean kitchens, and ensure that all past due and

unsafe food is properly disposed of.

Maintaining Apartment 30%

● Manage company apartment access, usage, and cleaning – communicating availability,

providing access and ensuring proper use.

● After each person stays in the apartment and prior to new people arriving check

the apartment for cleanliness and supplies.

● Wash all laundry for the apartment.

● Make the bed prior to the new arrivals. (People staying in the apartment will put

all laundry in the basket for washing including sheets)

Sales:2%

● Backup for sales input in Magento, QuickBooks and Shipstation.

Make sure you are checking the to-do list each day. If you see anything else that needs to be

added please let me know

Ability to manage several projects and tasks simultaneously.

Handle confidential information.

Run business errands.

Other duties as assigned.

Qualifications

● College degree or the equivalent combination of education, training, and related business

experience.

● 5+ years’ experience in an office, administrative or clerical setting

● Minimum 2-3 years’ experience working with QuickBooks/Accounting software.

● Proficient with Google applications as well as Microsoft Office

● Strong writing, communication, and math skills

● Strong team player who is willing to go above and beyond.

● Must be Detail oriented.

● Valid Driver’s License, with a vehicle and current insurance