Administrative Assistant

The Administrative Assistant serves as the central administrative and operational support resource for the facility. This role ensures smooth daily office operations,providing administrative assistance for leadership and staff, purchasing and supply systems, coordinating hospitality and events, and maintaining regulatory and facility documentation.
This position requires strong organizational skills, technical aptitude, and the ability to independently coordinate multiple priorities. The role is full-time, working 40 hours per week, with the expectation to be on site and in the office Monday through Friday (5 days per week).

Primary Accountabilities

Operational:

• Maintain daily office operations to ensure efficiency, organization, and alignment with company policies

• Serve as the primary point of contact for office-related needs and inquiries

• Maintain office systems, processes, and procedures to support smooth operations

• Manage office access, security coordination, and visitor logistics as needed

• Maintain inventory of office supplies, kitchen items, and essential materials

• Assist with vendor coordination for services such as office supplies, equipment, and maintenance

• Process office-related invoices 

Administrative

• Ensure the office environment is clean, safe, and fully functional

• Monitor and report facility-related issues, coordinating timely resolution

• Assist leadership with scheduling guest visits, audits and tours. 

• Maintain schedules or logs for office usage, visitors, or shared spaces as needed

• Coordinate logistics for training sessions 

Additional Responsibilities:

• Assist with general purchasing functions utilizing the Oracle Procurement System

• Assist with planning and logistics for facility events such as; Employee Appreciation, Town Hall, Family Fun Day, etc.

• Assist with new hire onboarding process and logistics

• Continue to grow skill sets with available tools and resources to advance capabilities.

• Perform other duties as assigned

• Comply with all company policies and standards

Required Qualifications:

• High School Diploma required

• 2-4 years of administrative, office management or operations support experience

• Bilingual English/Spanish verbal and written language skills required

• Strong organizational and time management skills

• Ability to work independently and manage multiple priorities

• Demonstrated technical aptitude with the ability to troubleshoot common office technology issues

• Proficiency in Google Suite and standard workplace tools

• Strong attention to detail and problem-solving skills

• Excellent written and verbal communication skills

• Strong interpersonal and customer service skills

Physical Demands

The physical demands described here are representative of those that must be met by an associate to successfully perform the major job responsibilities (essential functions) of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the major job responsibilities. This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.

• Use Hands to Handle Objects - Frequently

• Reach with Hands or Arms - Frequently

• Talk or Hear and Read Instructions - Frequently

• Stand, Kneel, or Stoop and Lift 20 Pounds - Frequently

• View Items at a Close Range - Frequently

Rarely: Job requires this activity up to 25% of the time

Occasionally: Job requires this activity between 25% - 50% of the time

Frequently: Job requires this activity between 50% - 75% of the time

Constantly: Job requires this act