Administrative Assistant

UWorld is the worldwide leader in online test prep practice question banks. Since 2003, thousands of students have used UWorld’s products to prepare for their high-stakes examinations. Due to continued growth, UWorld is looking to add an Administrative Assistant to the administrative team. The role of the administrative assistant is integral to UWorld operations. The ideal candidate will excel at project management and have a keen attention for detail and follow through.

Responsibilities / Essential Functions:

• Greet and welcome guests as they arrive.
• Maintain office security by following safety procedures and controlling suite access.
• Maintain supplies and breakroom by taking regular inventory and ordering as needed; verifies receipt of supplies.
• Research best pricing and suppliers to positively impact the budget.
• Accurately track spending and submit monthly expense reports.
• Fulfill help desk ticket requests for purchase orders including sponsorships/conferences, business cards, and office supplies, as well as requests for lost access cards, gym access, and facilities services.
• Serve as liaison between property management, building security, and vendors for office suite maintenance, repairs, and access control.
• Maintain building and garage access cards.
• Update and maintain office policies and procedures.
• Receive, sort, scan and electronically distribute daily mail/deliveries.
• Assist with shipping and mailing packages.
• May run local company’s errands (ie to post office, UPS, Sam’s Club).
• Manage and train day porters.
• Fill in for the Executive Assistant as needed.
• Act as Administrator for SAP Concur Travel Platform.
• Coordinate travel needs for interview candidates including flight, hotel, and transportation within the constraints of the company travel budget.
• Conduct ad hoc special project requests from senior managers.
• Assists the Social Committee, if needed, with planning event details such as decorations, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material, etc. Troubleshoot any arising issues with vendors or event-related matters and execute an organized solution. Provide periodic progress reports to the Executives, if requested.

Minimum Education Required:

• Associate degree required
• 2+ plus years as an administrative assistant; experience may be offset with a 4-year degree from an accredited college or university

Minimum Experience Required:

• 2+ plus years as an administrative assistant; experience may be offset with a 4-year degree from an accredited college or university
  

Required Skills:

• Experience with office technology
• Familiar with travel and expense platforms
• Knowledge of office administrator responsibilities, systems, and procedures
• Proficiency in G Suite by Google a plus
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills in a fast-paced environment
• A creative mind with an ability to suggest improvements
• Professional attitude and appearance

Benefits:

• Competitive compensation (contingent on experience)
• Paid time off (based on sliding scale according to hire date and work hours), parental leave, bereavement, and 8 hours of volunteer time
• A generous paid holiday schedule that includes the entire week of Christmas
• Comprehensive benefits package (medical, vision, dental, life, disability and pet insurance)
• 401(k) plan for retirement with 5% employer matching (eligibility after 90 days of employment)
• Social Committee that offers an inclusive environment to get to know coworkers in a fun way
• Daily on-site group fitness classes

At UWorld, we believe strength is derived from the talents, ideas, and experiences of a diverse workforce. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, veteran status, or any other protected class. UWorld is proud to be an equal opportunity employer providing a drug-free workplace. If you have a disability or special need that requires accommodation, please let us know.