Office Administrative Assistant

Position Purpose

The Office Administrator will be an integral part of our team and report to the Head of HR for North America. This is a full-time salaried position with full benefits including health, dental, vision, 401(k), and vacation.

Key responsibilities

• Support upper management in various US office locations with administrative tasks and special assignments.
• Coordinate travel logistics - flights, hotels, rental cars, write travel itineraries, meeting rooms, special events, restaurants, etc.
• Manage corporate hotel rates (mainly in the Stamford CT area) and ensure contracts are up to date.
• Assist with expense report preparation, documents/receipts collection, and collaborate with the AP department on imbursements.
• New employee Stamford office onboarding, coordinate with HR and IT, ensure access cards and desk equipment are ready, help with first time log in, introductions to other office employees, show around the office/building.
• Prepare external/internal correspondence and presentation materials.
• Gather information and assist with completing internal/external reports, forms, applications, etc.
• Build and maintain relationships with external vendors and service providers for the office.
• Act as the office liaison for property management issues: maintenance requests, heat/AC, office cleaning etc.
• Manage office staff activities, holiday gatherings, monthly group lunch/ team building activity.
• Manage office access cards. Ensuring there are always "guest" cards available for visitors as well as programming cards for new employees prior to their start date.
• Assist with basic IT issues in the office and liaison with the IT Manager as need to troubleshoot IT issues.
• Screen all telephone calls and direct them to the right personnel/department. Process incoming/outgoing mail and deliveries.
• Manage FedEx account and create/send shipments as required.
• Scan, copy, print, proofread, and other administrative, document-related functions.
• Manage office and kitchen supplies and place supplies orders as needed. Ensure the office is stocked with refreshments for employees.
• Ensure office space, kitchen, and meeting rooms are always presentable and well organized.
• Manage conference room reservations; Coordinate with meeting organizers.
• Other duties as assigned.

• Associate degree, bachelor's degree preferred.
• 3+ years relevant experience
• Working proficiency with MS Word, Excel, PowerPoint, Outlook, Teams
• Strong attention to detail and problem-solving analysis as well as high level of data entry accuracy
• Positive team player with effective written and verbal communication skills
• Ability to work in a fast paced, evolving environment.
• Ability to work with sensitive data and maintain confidentiality.