Admin Asst/Receptionist

Summary

The Administrative Assistant performs administrative functions and activities through ACOE to ensure efficient operations of the Shelton facility and supports the Shelton senior management team through a variety of tasks related to organization. This position will manage the Shelton reception desk, in addition to the administrative functions of the role. This is a full-time position and requires Monday – Friday in the office.

Essential Duties & Responsibilities

Reception

• Welcome guests; determine nature of business; inform employees of guests’ arrival; ensure guests are comfortable; issue visitor passes and personal protective equipment
• Answer telephone calls; determine nature of business; forward calls to appropriate personnel
• Maintain, and ensure security of, front lobby/reception area

Office Management / Support

• Assist senior management, including CEO, on a variety of administrative tasks
• Assist with transportation, hotel & travel reservations for senior team/guests
• Assist with TSI Travel Program
• Assist with NOAM Office Supply Program
• Assist with Bank of America expense reporting
• Maintain mailroom, including equipment; receive, sort and route inbound mail/packages
• Maintain and organize front desk supplies
• Coordinate ordering office supplies for Shelton through Company program
• Order, stock, and manage all kitchen/pantry supplies; tidy and maintain office/kitchen/pantry
• Order and set up lunch/refreshments for meetings in office
• Clean, maintain, and keep coffee machines stocked
• Manage relationship with vending machine & coffee vendors
• Make reservations for breakfast/lunch/dinner meetings
• Coordinate conference room reservations
• Various other administrative duties, such as printing, correspondence/documents, scanning, copying
• Assist senior management, including CEO, on a variety of administrative tasks
• Create purchase requisitions
• Maintain fleet cars based at Shelton
• Serve as on-site liaison to HR team; assist with onsite interviews, new employee orientation activities. Support HR compliance activities regarding posting/communicating required documents/forms

Technology Support

• Assist in the maintenance of copiers and other office equipment, including stocking copiers with paper
• Assist with conference room & showroom setup for meetings and work with onsite and remote IT team to troubleshoot connectivity or other technology issues
• Troubleshoot computers, phones, AV equipment, copiers, etc. with onsite and remote IT team

Other

• Other duties or tasks as assigned

Qualifications

• High school diploma or equivalent
• Demonstrated knowledge of Microsoft Office Suite (PowerPoint, Outlook, Word, Excel)
• Demonstrated knowledge of travel scheduling programs
• Organizational, time management, and reporting skills
• Ability to work well under pressure and priority situations
• Professional demeanor
• Reliable - meets deadlines
• Maintains the ability to keep information confidential
• Team player

Supervisory Responsibilities: None

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