Front Office Administrator
As an Office Administrator and Staff Assistant, you will be part of the growing Vestmark Facilities Team and perform a wide range of administrative related duties. This position will have responsibilities split 50/50 between Front Office and Staff Assistant duties.
Front Office Responsibilities:
- Main point of contact for all employee requests, issues, concerns
- Receives and filters all incoming calls to the CEO
- Greet clients and visitors, accept packages, shipments, answers phone
- Handle incoming shipments and mail
- Handle outgoing shipments
- Order catering for internal meetings/events
- Manage office supplies
- Maintain cleanliness of front desk and designated conference rooms
- Assist with Human Resources initiatives
- Assists with preparation for all company-wide meetings
- Update and maintain seating plans in all office sites with moves/new hires
Staff Assistant Responsibilities:
- Travel assistance
- Calendar management
- Reservation/organization of luncheons
- Expense reconciliation
- Event Planning/Trainings/Team building meetings
- Assist with set up/breakdown regarding fundraising/committee planned events
- Assists with inventory/vendor ordering for all sites
Desired Skills & Experience:
- Excellent time management skills and ability to multi-task and prioritize work
- Highly-organized and attention to detail
- Excellent interpersonal and communication skills
- Works well in a fast-paced environment, ability to problem solve
- Strong communication skills; able to respond and exchange ideas clearly and effectively through writing, speaking, shares appropriate information to keep people informed of any changes
- Comfortable and familiar with computers
- Proficient with Windows 10 and Microsoft Outlook 365 Email system
- Familiar and exposure to all Microsoft programs (Excel, PowerPoint, Adobe Illustrator)
Education:
- Associates Degree or 2 years of experience in a similar role