Job Summary

We are looking for an individual to greet and direct all visitors and perform general administrative duties, including coordinating customer visits. This person will need to be organized, efficient, and able to multi-task while maintaining complex schedules and providing administrative support to the executive and senior management teams.

Essential Responsibilities

• Greet visitors and send visitor list to security
• Ensure Reception areas are clean and free of boxes and clutter
• Receive mail and packages
• Distribute mail and packages
• Order kitchen supplies
• Stock kitchens with supplies
• Make coffee and replenish as needed throughout the day
• Maintain appearance of kitchens (tidy up)
• Maintain kitchen supply inventory and order as needed
• Stock bathrooms as needed (towels, toilet paper, air fresheners)
• Maintain appearance of conference rooms regularly
• Ensure Overall neatness at all times - chairs are pushed in; no visible garbage etc.
• Stock with dry erase markers/erasers, etc.
• Check that A/V is functioning properly
• Stock with drinks, cups, etc. for meetings
• Source vendors for services as needed
• Properly register vendors with building
• Obtain necessary documentation from vendors for building
• Provide necessary parking validation
• Assist with greeting new hires for new hire training
• Assemble welcome kits and gift bags
• Assist with building ID Badges and Parking Passes
• Order lunch / snacks for new hire training
• Order food / drink for happy hours and related events
• Reserve conference rooms as requested
• Check printers for paper and functionality
• Assist with collecting badges, laptops, company equipment for leavers
• Assist with travel planning as needed
• Run occasional company-related errands such as picking up supplies or food for meetings/events
• Assist Company Executives with various tasks and projects.
• Maintain the company calendar and employee boards
• Create Fed Ex Shipping Labels
• Manage periodic marketing material mailers (order supplies, prepare packaging, mailing labels, stuffing envelopes, etc
• Stock exec fridges - check inventory
• Assist with other projects as needed
• Assist with customer meetings
• EBC Lunches - order and set up
• Greet visitors and send visitor list to security
• Ensure Reception areas are clean and free of boxes and clutter
• Receive mail and packages
• Distribute mail and packages
• Order kitchen supplies
• Stock kitchens with supplies
• Make coffee and replenish as needed throughout the day
• Maintain appearance of kitchens (tidy up)
• Maintain kitchen supply inventory and order as needed
• Stock bathrooms as needed (towels, toilet paper, air fresheners)
• Maintain appearance of conference rooms regularly
• Ensure Overall neatness at all times - chairs are pushed in; no visible garbage etc.
• Stock with dry erase markers/erasers, etc.
• Check that A/V is functioning properly
• Stock with drinks, cups, etc. for meetings
• Source vendors for services as needed
• Properly register vendors with building
• Obtain necessary documentation from vendors for building
• Provide necessary parking validation
• Assist with greeting new hires for new hire training
• Assemble welcome kits and gift bags
• Assist with building ID Badges and Parking Passes
• Order lunch / snacks for new hire training
• Order food / drink for happy hours and related events
• Reserve conference rooms as requested
• Check printers for paper and functionality
• Assist with collecting badges, laptops, company equipment for leavers
• Assist with travel planning as needed
• Run occasional company-related errands such as picking up supplies or food for meetings/events
• Assist Company Executives with various tasks and projects.
• Maintain the company calendar and employee boards
• Create Fed Ex Shipping Labels
• Manage periodic marketing material mailers (order supplies, prepare packaging, mailing labels, stuffing envelopes, etc
• Stock exec fridges - check inventory
• Assist with other projects as needed
• Assist with customer meetings
• EBC Lunches - order and set up

Qualifications

• Bachelor’s Degree Required
• Excellent oral and written communication skills
• Must be speak fluent English and at least intermediate Spanish
• Effective use of PC and Microsoft Office including Excel, Work, Outlook
• Must be organized and efficient to keep up in a fast paced environment
• Must be flexible and enjoy the administrative challenges of supporting an office of diverse people and responsibilities.