Administrative Assistant

Summary

The Administrative Assistant will execute a variety of administrative functions in a fast-paced environment, supporting the local office and providing high-level administrative support to multiple leaders in the organization. Will work cross-functionally to create and utilize processes and systems to ensure the safe, efficient and effective operation of the office environment.

Responsibilities

• Owning the visitor and desk management process for the Austin, TX office. Includes registering visitors on Eden (visitor + desk management platform), screening, greeting and directing guests

• Answer and transfer phone calls, providing information about the organization to interested parties

• Collect and input departmental data, prepare and distribute reports, process paperwork and maintain physical or computer files

• Arrange for facilities maintenance, as needed

• Oversee and enforce administrative and operating policies and processes, interpreting for other team members and resolving administrative issues and inquiries

• Collect and distribute mail and packages

• Assist teams with planning and executing logistics for meetings, conferences and engagement events. Includes meeting or event organization, planning, catering arrangements and agenda preparation

• Calendar, travel (domestic & international) and expense management for multiple leaders of the organization

• Prepare communications, such as memos, emails, reports and other correspondence. Includes posting company anniversary and birthday announcements in Slack channel for Austin-based team members

• Maintain office supply inventory. Includes researching, sourcing and purchasing office supplies, furniture, and drink & snack products

• Coordinate repair and maintenance of office equipment, managing various vendors

• Orient new hires on local office operations and processes

• Run errands, as needed

• Assist with ad-hoc projects

• Maintain professionalism and confidentiality at all times

• Continuously learn and develop, both technical and interpersonal skills, applying new knowledge. Attend internal cross-functional/company training

• Work collaboratively and provide white glove service to internal customer

What we are looking for:

• 2-4 years of experience is preferred, but other relevant experience can be substituted

• Driven, self-directed and takes initiative

• Ability to work independently without supervision

• Proven ability to set priorities and meet deadlines

• Ability to organize information effectively while keeping a keen attention to details

• Strong communication skills, both verbal and written

• Ability to establish and maintain good working relationships with team members, guests of the office, external vendors and building management

• Resourceful and enjoys problem-solving

• Ability to write and speak in a proficient manner with knowledge of the technology field and its vernacular

• Ability to function in a high-paced and stressful environment

• Proficient knowledge of Outlook calendaring, Excel, Word and PowerPoint

• Ability to adapt to organizational changes quickly

• Proactive and growth mindset

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