Office Administrator (On Site)

 

Job Title:  Office Administrator

Onsite, 5 days per week in our Princeton, NJ office

CHDI Management

www.chdifoundation.org

www.enroll-hd.org

Vaccination against COVID-19 is a prerequisite for employment at CHDI Management.
 

Job description

The Office Administrator will become part of the administrative team to support staff in the Princeton, New Jersey office, the global Enroll-HD Study team, and interface with the administrative staff in the New York and Los Angeles offices. Specific responsibilities include, but are not limited to:

Job Responsibilities

• Provide primary support to Enroll-HD study team.
• Heavy calendar management and meeting scheduling (often across multiple time zones), through Outlook and occasionally using external survey/email applications.
• Plan and create an agenda for meetings.
• Write thorough and prompt meeting minutes.
• Prepare and distribute internal communications and memos.
• Assist in compiling data and generating reports for team members.
• Order and maintain inventory of swag.
• Coordinate delivery of swag and supplies for HD events.
• Timely processing of UHDRS training and HDinHD account requests
• Process expense reports using an online expense reporting system.
• Perform all routine clerical duties (file, fax, photocopy, correspondence, etc.).
• Arrange transportation and other logistics for employees and visitors to the office.
• Sort and distribute mail; handle all Fed Ex and other shipments.
• Ensure the smooth running of all meetings and interviews, including providing support for operating conferencing equipment and software.
• Oversee catering requests and purchasing (or restaurant reservations, if applicable) for meetings.
• Keep office supplies and kitchen supplies fully stocked, oversee purchasing of all supplies.
• Keep common areas clean as needed.
• Interface with facilities personnel to successfully resolve issues.
• Coordinate vendors for facilities, IT, AV, etc. and communicate status to site personnel and senior management.
• Assist with special projects, office activities and ad hoc tasks as requested.
• Back-up support to other Administrators in the office as needed.
• Identify opportunities to streamline processes and improve efficiency.

Qualifications
The successful candidate will have:

• US citizenship or presently authorized to work full time in the US.
• Bachelor’s Degree preferred.
• High attention to detail.
• Strong organizational and time-management skills
• Positive and collaborative attitude.
• Ability to multitask and deal with unexpected circumstances.
• Ability to work independently and as part of a team.
• Previous administrative support experience.
• Strong computer skills include Microsoft Office Suite (especially Outlook, PowerPoint, Word, and Excel).
• Effective verbal and written communication skills; excellent follow-up and problem-solving abilities; flexibility to adjust to changing demands and priorities; strong organization skills; and a professional and personable demeanor.

Reporting Relationship
Princeton Office Manager

 

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