Administrative Assistant / Front Desk Associate - Full-time / Part-time

Seeking an Administrative Assistant / Front Desk Associate to join our expanding team; this is a new position established to help support our company's continued growth. This is a contract-to-hire position, as we are looking for someone long-term. Days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m.

We're ideally looking for someone with a pleasant personality, as this person will regularly be interacting with guest sand clients. This person should also be able to deal with emergencies in a timely and effective manner, while streamlining office operations. Multitasking and stress management skills are essential for this position.

Responsibilities:


Receives the public and answers questions, in person and by telephone; responds to inquiries from employees, visitors and others and refers, when necessary, to the appropriate person.


Maintains CEO's calendar and expense reports.


Back-up CEO phone calls, take messages if needed.


Manage CEO meeting -- example, Board-meeting etc.


Central point for office machines and facility maintenance as required.


Prepares outgoing mail; sorts and distributes incoming mail. FedEx/UPS scheduling and administration.


Scanning of accounting invoices for Accounts Payable.


Update the monthly Organizational Chart.


NDA Maintenance


Develops and maintains office forms (information) on SharePoint/Confluence and assists with administrative tasks.


Office Supplies checking inventory and ordering when needed.


Kitchen supplies, inventory, ordering and maintenance. Monday breakfast coordination.


Help coordinate company activities, meeting, holiday events etc.


Maintenance of off-site record keeping for HR, Accounting and Operations.


New Hire ordering of business cards and name plates (New Hire Kits) making sure the new hire has everything on their first day. (Parking)


Safety Coordination/Visitor sign-in book.


Visa Travel Applications


Download and save on Sharepoint daily reports from ICF (MRS, WIP Summary, WIP Detail, Die Bank, etc.) as well as lot-related data files (Sort yield, DLCP, Etest, etc.)


Scan and file copies of ICF shipment documents


Miscellaneous travel arrangements


Straighten up Lobby area conference rooms after meetings (in customer area)


Occasional lunch orders for big groups, customer meeting etc.



Ideal Skills/Experience:



3-4+ year's administrative experience


Excellent communication skills, written and verbal. Have the ability to work well with a team & multiple personality types.


Executive- level communication skills writing and phone calls Proficiency in telephone work and customer service- Professional customer service and interpersonal skills.


Strong research ability and problem-solving skills Organized with attention to detail.


Ability to work independently (small office).


Self-motivated with an excellent work ethic. Able to multi-task.


Ability to exercise sound judgment reliable, versatile and dependable.


Be an optimist who sees opportunities, and not just problems.

Experience managing multiple calendars.
High degree of confidentiality required
Proactive and organized with a high attention to detail
Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction
Ability to anticipate needs as well as foresee and prevent problems by taking action.
Experience creating and/or supporting presentation development for senior management
Strong proficiency in MS office, including Excel, PowerPoint and Word

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Staffmark is committed to providing equal employment opportunity for all persons regardless of race, color, religion, sex, sexual orientation, gender identity, age, marital status, national origin, citizenship status, disability or veteran status.

Experienced with MS Excel, PowerPoint, and SharePoint. Strong experience working within an admin capacity within a 150+ team.