Administrative / Office Assistant

Philadelphia, PA

Full Time

Administration

Mid Level

Administrative Assistant

Department: Administrative

Salary: $60,000

Responsibilities

Office Management:

Provide direct administrative and personal support to the CEO, including calendar management, travel planning, errands, and ad hoc requests.

Anticipate needs and proactively identify and resolve issues before they arise.

Maintain a proactive approach to improving processes, office flow, and leadership support.

Manage incoming phone calls and direct them appropriately to support office flow and customer experience.

Manage relationships with vendors, service providers, maintenance, and building management.

Maintain the office and monitor office supply inventory. Ensure that all items are properly stocked and inventory levels are appropriate.

Coordinate meetings and visits as needed for onsite visitors such as desk setup, equipment, registering, coordinating lunches, office hospitality.

Curate a high standard of cleanliness and organization in the office space.

Order and coordinate catering as needed for the office.

Administration:

Assist the Human Resources team with any onboarding and offboarding tasks as needed.

Maintain a budget and reconcile expenses for the office and select teams as needed.

Coordinate travel and other administrative tasks for management and leadership team members visiting the office.

Act as the main point of contact for all inquiries related to office maintenance, mailing and shipping, supplies, and office equipment.

Assist with scheduling, data entry, and organizing spreadsheets as needed.

Engagement:

Partner with the Culture and Engagement Team to plan and coordinate in-office engagement opportunities such as team member activities, programs, and incentives.

Create and maintain sustainable practices to reduce waste and encourage team member participation.

Develop standards and promote activities that enhance operational procedures.

Additional responsibilities related to business needs.

Qualifications

1–2 years of relevant experience

Bachelor’s degree required

Demonstrated ability to handle confidential information with discretion and professionalism

Ability to balance, prioritize, and multitask in a customer-facing environment

Possesses patience and resiliency in a fast-paced environment

Proven experience providing excellent customer service and creating interpersonal relationships

Strong written and verbal communication skills

Ability to be deadline-driven and extremely organized

Strong attention to detail and time-management skills

Proficient in Microsoft Office

Demonstrated ability to handle confidential information with discretion and professionalism

Physical Requirements

The physical requirements described here are representative of those that must be met by an employee in order to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must be able to stand, sit, and walk for extended periods of time
Must be able to perform activities with repetitive motions
Must be able to work in an environment with variable noise levels

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This position is 100% in-office, with no option for remote or hybrid work. Are you fully available to work onsite at our Philadelphia, PA location Monday through Friday?*

This role requires occasionally running in-person errands in and around downtown Philadelphia (e.g., dropping off/picking up documents, supplies, etc.). Are you comfortable and available to complete these types of local errands during business hours as needed?

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We’re looking for positive, highly-motivated and determined candidates to add to our growing team. If you think you have what it takes, we want to hear from you!

Administrative / Office Assistant

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