Administrative Assistant

Administrative Assistant

The Front Office Administrative Assistant will be a problem solver with excellent communication skills and impeccable attention to detail. They will have previous experience working in an office environment, performing administrative tasks and providing support to coworkers and office visitors. The ability to multitask, manage complex schedules, and meet changing deadlines is essential to the position.

Duties:

• Provide information, answering questions, and responding to requests
• Provide front desk coverage, including managing multi-line phone system, greeting and processing visitors, and maintaining an organized office environment
• Provide direct administrative support to Management/company personnel, including email correspondence, and generation and distribution of memos, letters, spreadsheets, etc.
• Assist with maintaining President’s and CTO’s calendars (both personal and business)
• Type and format proposals, subcontractor RFPs, SOWs, PDEA’s, reports, memos, correspondence, briefings and other documents.
• Plan, organize, and schedule company meetings occurring in the office, offsite, and via video conference including managing food deliveries for internal group meetings
• Support travel arrangements for management/company personnel and prepare trip plans
• Maintain Outlook contact database, employee list
• Facilitate conference/exhibitor registrations and booth space trade shows
• Participate in recruitment efforts including posting job ads, organizing resumes and job applications, scheduling job interviews, and onboarding
• Support development of HR related reports, filings, and employment verifications
• Reconcile monthly Corinthian Account and bank statements
• Develop and coordinate NDA’s as necessary to ensure executed copy is in place
• Management of Patents/Trademarks
• Maintain time keeping for Senior Management

Qualifications:

• Proven administrative experience
• Excellent written communication skills, efficient and organized.
• Strong time-management skills and multitasking ability
• Computer skills (MS OFFICE: Outlook, Word, Excel, PowerPoint, Projects, SharePoint, and Explorer)
• Experience managing budgets and expenses
• Ability to work independently in carrying out assignments to completion.
• High-level skills in the performance of administrative support and operational functions.
• Ability to adhere to prescribed routines and practices.
• Compose effective and accurate correspondence and deal with non-routine matters such as special projects, with minimum instructions.
• Comfortable handling confidential information