Administrative Assistant II

• The position requires predominant front reception desk presence while managing day-to-day office activities.
• Greet and welcome clients by providing exemplary customer service.
• Maintain visitor log to ensure security of the office.
• Manage cleanliness, availability, and organization of office supplies and kitchenette necessities (Daily Task).
• Manage office lunches, as Admin for the office lunch program.
• Coordinate special in-office meetings as they occur, including catering orders, meeting materials set up, etc.
• Answering, screening, and forwarding incoming phone calls.
• Performing other clerical tasks such as filing, shredding, photocopying, and faxing as needed.
• Providing basic and accurate information to guests and employees through multiple communication channels.
• Coordinate and assist with planning internal and external events with the lead Executive Assistant.
• Overseeing and managing all communication with vendors, distribution, and shipment services to the corporate office in Scottsdale.
• Maintaining safety and hygiene standards of the reception area.
• Managing meeting room availability.
• Partner with People Operations Team for on-boarding and separation processes including preparing desks, managing office access, and updating office organization.
• Manage relationship with real estate company to coordinate building maintenance, building emergency management and parking spots.

• Assisting the Lead Executive Assistant with scheduling, calendar, travel and events as needed for the Executive Leadership Team.
• Provide administrative and clerical support to relieve department managers or staff of administrative details.
• Run errands/deliveries as needed.
• Handling queries and complaints via phone, email, and general correspondence.
• Help coordinate requests and client meetings with staff when required.
• Calendar and meeting coordination as requested and assigned.

• Install security certificates on hardware tokens according to industry and company compliance requirements.
• Maintain quality assurance over the workflow process. Attention to detail is a must.
• Note inventory levels and alert supervisor to potential issues.
• Manage marketing materials and swag with shipment requests.

• High school diploma or equivalent experience and above is required. A bachelor’s degree is preferred.

• Minimum of 3+ years of experience in an administrative function is required. The ideal candidate should have 5 to 7+ years of experience providing executive level of administrative support.
• Proficient in Microsoft office Suite, especially with Outlook for scheduling globally (multiple time zones).
• Knowledgeable with managing office equipment (printers, phone systems, printers, fax machines, and etc.).
• Superior customer service and telephone etiquette is required.
• International travel planning experience is strongly recommended.

• Present a professional appearance (attire, work area, communication both written and verbally etc.).
• Excellent organizational and communication skills both written and verbally.
• Able to multi-task and is a detail oriented.
• Ability to exhaust resources when troubleshooting opportunities is needed.
• Excellent time-management skills and ability to prioritize.
• Able to develop good customer relations by listening and understanding needs and providing the right solutions.
• Collect the necessary information to make a sound decision based on facts and available resources.
• Ability to thrive and adapt in a fact paced environment, along with being able to adjust approach quickly and effectively to changing circumstances and new priorities.
• Reliable transportation required.
• Ability to lift up to 25 lbs as required based on business needs. Usage of the office cart is required.

Sectigo