What are the responsibilities and job description for the Business Administration Assistant position at Deep Blue?
Responsibilities
The ideal candidate will possess exceptional organizational skills, be able to prioritize and manage multiple tasks, and demonstrate a positive attitude towards learning and development.
Main Tasks
- Coordinate office activities, ensuring efficient operations and effective communication.
- Manage front desk duties, including visitor parking and guest greetings, to maintain a welcoming atmosphere.
- Maintain office supplies, equipment, and conference room schedules to ensure seamless operations.
- Plan and execute office events, meetings, and conferences to foster teamwork and collaboration.
- Draft and edit office documents and reports to facilitate clear communication.
- Process invoices and track office budgets to ensure financial accuracy.
- Schedule appointments, arrange travel, and coordinate projects to support the Executive team.
- Deliver exceptional customer service, responding to inquiries and resolving administrative issues efficiently.
- Maintain accurate records, including the Deep Blue phone list and office map.
- Procure office supplies, snacks, and refreshments to maintain a productive work environment.
- Prepare the office for onboarding and offboarding employees, ensuring a smooth transition.
- Coordinated office moves, onboarding, and offboarding.
- Manage onsite health, safety, and security initiatives, including fire drills and EAP procedures.
- Serve as the primary point of contact with building landlords and engineering staff.
- Manage relationships with third-party vendors, such as cleaning services and property managers.
- Assist with office buildouts/expansions as needed.
- Provide executive assistance and administrative support to the management team.
- Offer backup coverage to the Office Coordinator in the Midland office.
