Office Administrator

23 hours ago

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Assembly Global

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1001 - 5000

Description

•Assist Administrative Services Manager with daily operations of the office which includes but not limited to the following: •Greet clients and all visitors upon arrival. •Update the local office with local and company-wide events with monthly updates and working with team members in other offices. •Partner with the Stagwell core services team at the holding company level to ensure smooth delivery of services across office operations. •Coordinate maintenance and repair schedules with Stagwell core services team to ensure a well-maintained and functional office environment. •Oversee office operations, ensuring cleanliness, event setup, stocking supplies, and mail/package distribution. •Partner with the People Team and IT to ensure all new employees are set up with office access on their first day. •Oversee physical security for all company offices, including the provisioning and terminating of access cards to all employees and contractors (with the Stagwell core services team). •Oversee and manage relationships with vendors. •Act as the conduit for catering of meetings and office events with the support of the Stagwell core services team. •Draft communications (policies, emails, etc.) related to facilities/office services. •Serve as primary contact for building management at One World Trade Center and back-up contact at all other locations. •Assist Global Chief People Officer with administrative assistance that includes but not limited to the following: •Maintain discretion when handling sensitive information and executive communications. •Arrange domestic and international travel and complete expense reports in a timely manner. •Arrange global team meetings, prepare agendas and materials. •Prioritize and organize schedules, meetings, and ensure efficient use of time. •Maintain Global People Team Channel documents and team members updated. •Manage ad hoc projects as needed.

Requirements

•2+ years of experience as an office manager or administrator, executive assistant experience is a plus. •Proficiency in Microsoft Office, including Excel, PowerPoint, SharePoint are a must. •Strong written communication skills. •Ability to anticipate needs ahead of time with proactive approach to problem solving. •High level of integrity, professionalism and judgment and the ability to handle sensitive information with discretion. •Exceptional communication, presentation, and interpersonal skills. •Self-starter, positive outlook and can-do attitude. •Flexibility; ability to be nimble and pivot where necessary, based on changing needs/priorities of office and CPO •Superior organizational skills and attention to detail. •Ability to multi-task and prioritize deadlines/deliverables. •Experience with planning and executing company events. •Ability to keep composure in potentially stressful situations. •Knowledge of OSHA and other environmental regulations a plus.