Administrative Assistant

A Professional, organized, and service-oriented Administrative Assistant to serve as the first point of contact for our Sarasota Office. The role is responsible for creating a welcoming environment for employees, clients, and visitors while providing administrative and operational support to ensure the office runs efficiently. The ideal candidate is proactive, detail-oriented, and enjoys a team environment.

Essential Functions:

• Front Desk & Office Administration:
  • Serves as the primary point of contact for visitors, clients, and incoming phone calls.
  • Answers and direct calls on main phone line.
  • Manage conference room schedules and coordinate meeting space reservations for project teams and client meetings.
  • Receive, sort, and distribute incoming mail and packages.
  • Coordinate printing, scanning, document preparation, and courier services.
  • Process invoices by coding and forwarding them to corporate accounting team.
  • Prepare FedEx, USPS, and other shipping labels and ensure timely shipment of outgoing packages.
• Office Operations & Facilities
  • Maintain the appearance, cleanliness, and organization of common office areas.
  • Coordinate with office cleaning vendors and building tenant and ensure office standards are maintained.
  • Manage office and kitchen supplies, including purchasing and stocking snacks, beverages, and other office necessities.
  • Load and run dishwashers daily and maintain kitchen cleanliness.
  • Clean and organize refrigerators and microwaves on a regular schedule.
  • Maintain inventory of company promotional items, business cards, envelopes, and branded materials; coordinate reordering as needed.
• Employee and Team Support
  • Prepare and set up workstations for new hires, including desks, docking stations, monitors, and office supplies.
  • Help create a welcoming onboarding experience for new employees.
  • Support project teams with administrative needs assigned.
• Event Coordination
  • Partner with the Executive Administrator to coordinate office events and employee engagement activities, including:
    • Monthly team lunches
    • Bi-weekly employee events
    • Quarterly office events
    • Office Budget Tracking
    • Annual Holiday celebrations
    • Annual client appreciation and gift programs
    • Conference/seminars

Nonessential Functions:

• Assist with misc. items for multiple offices/ facilities
• Assist with special projects
• Support employee travel setup and expense-related processes.

Experience:

• 1-3 years’ experience in administrative assistant, receptionist, office coordinator, or similar role.
• Excellent communication skills
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
• Ability to work independently while supporting a collaborative team environment.

Positive attitude, strong work ethic and a desire to learn and grow professionally

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