Job Summary:
As an Administrative Assistant, you will serve as the first professional point of contact for visitors, team members, and external partners, helping create a welcoming, organized, and efficient office environment. You will support daily business operations through reception services, office administration, meeting and event coordination, vendor management, and workplace support activities. Your ability to balance customer service, organization, and attention to detail will help ensure a positive experience for those who work in and visit our facilities.
Responsibilities:
- Serve as Midco's first point of contact for visitors, team members, vendors, and external partners, providing a professional and welcoming experience in person and virtually.
- Manage incoming inquiries, ensuring timely, professional, and accurate responses.
- Greet, register, and assist visitors while maintaining building security and visitor access procedures.
- Provide administrative support to leaders and team members across the organization.
- Coordinate meetings, conference room scheduling, travel arrangements, and office events.
- Support team member engagement initiatives and workplace activities.
- Manage office supply inventory and purchasing.
- Coordinate office equipment checkout, tracking, and inventory management.
- Oversee incoming and outgoing mail, packages, and deliveries.
- Assist with pool vehicle fleet operations, including reservations, usage tracking, inspections, and check-in/check-out procedures.
- Support the distribution and tracking of Midco-sponsored event tickets and support team member engagement initiatives.
- Process, code, and route invoices for approval and payment.
- Maintain organized filing systems, records, documentation, and administrative resources.
- Manage relationships with office vendors and service providers.
- Partner with Facilities and other internal teams to maintain clean, organized, safe, and functional office environments.
- Support office space assignments, moves, and workplace logistics as needed.
- Maintain conference rooms, common areas, and breakrooms to ensure a professional workplace experience.
- Model Midco’s mission, vision, values, ethos, and Leadership Success Drivers, and inspire others to do the same.
- Ensure customer privacy by adhering to Midco’s privacy guidelines while actively following Midco policies and procedures.
- Maintain reliable and predictable attendance as required by the position.
- Perform other duties as assigned.
Note: Management reserves the right to assign or reassign functions and responsibilities to this job description at any time.
Required Qualifications:
- High school diploma or equivalent (GED).
- Minimum of one year of experience supporting daily office operations, providing administrative assistance, or delivering professional, in-person customer service in a business environment.
- Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, Teams, and PowerPoint.
- Strong verbal and written communication skills.
- Ability to maintain confidentiality and handle sensitive information with discretion.
Preferred Qualifications:
- 3 years of previous professional Administrative Assistance experience.
Work Environment:
- Work is primarily performed in a professional office environment with frequent interaction with team members, visitors, and vendors.
- The noise level in the work environment is typically moderate and may vary depending on office activity and events.
- Regular movement throughout office locations may be required to support administrative, facilities, and workplace operations.
- May be required to support meetings, company events, and engagement activities that occur outside normal business hours.
- May be required to work in excess of 40 hours per week and other than normal business hours as business needs demand.
Physical Demands:
- May occasionally be required to reach with hands and arms, stoop, kneel, crouch, or move throughout office facilities.
- May be required to remain in a seated position for extended periods while performing administrative duties.
- Heavy keyboard, mouse, and computer usage required with repetitive movements.
- May occasionally lift, carry, move, or transport office supplies, packages, equipment, or materials weighing up to 25 pounds.
- Regular movement throughout the office is required to support visitors, deliveries, meetings, facilities coordination, and workplace activities.
- In-person interaction with team members, visitors, vendors, and business partners is a regular part of the position.
Mental Demands:
- Strong organizational and time management skills with the ability to prioritize multiple responsibilities and meet deadlines.
- Ability to manage multiple tasks simultaneously while maintaining attention to detail and accuracy.
- Strong customer service and interpersonal skills with the ability to communicate professionally and effectively with individuals at all levels of the organization.
- Ability to exercise discretion and maintain confidentiality when handling sensitive or proprietary information.
- Ability to identify issues, recommend solutions, and take appropriate action to support efficient office operations.
- Flexibility to adapt to changing priorities, schedules, and business needs while maintaining professionalism and composure.
- Ability to work independently while also collaborating effectively with cross-functional teams.
- Strong problem-solving skills and sound judgment in a fast-paced environment.