Office Administrator

Office Administrator

Reports To: Human Resources Director

Summary/Objective: The Office Administrator plays a pivotal role in providing high-level administrative support to the team while ensuring the seamless execution of day-to-day office operations. This dynamic position demands exceptional organizational skills, sound discretion, and the ability to manage multiple priorities with efficiency and poise.

Duties and Responsibilities:

• Manage and coordinate executive schedules, appointments, and meetings.
• Prepare and edit correspondence, communications, presentations, and other documents for executives.
• Arrange and oversee travel itineraries, accommodations, and expense reports.
• Serve as the liaison between executives and internal/external stakeholders.
• Oversee daily office operations, ensuring a professional and welcoming environment for staff, clients, and visitors.
• Answer phones and emails, acting as the first point of contact for clients and vendors.
• Maintain an organized and efficient filing system (digital and physical).
• Order and manage office supplies, marketing materials, and uniforms.
• Update and track company licenses and certifications.
• Plan and execute company events, meetings, and team-building activities.
• Prepare meeting agendas, take detailed minutes, and ensure follow-up on action items.
• Enter, manage, and analyze various data within company systems.
• Generate periodic reports to support executive decision-making.
• Perform other administrative and operational tasks as assigned.
• Support Human Resources and other departments with special projects as needed.

Physical Demands:

The physical demands outlined are examples of the type of demands the employee will encounter on the job site.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand and walk. The employee must regularly lift or move up to 10 pounds and frequently lift or move up to 25 pounds.

Job Conditions:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The noise level in the work environment is usually quiet.

This job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this classification. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.

• Minimum of 3 years of experience in administration or executive support.
• Proven ability to thrive in a fast-paced environment and manage multiple priorities.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• High level of discretion and ability to maintain confidentiality.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other administrative tools.
• Bilingual (English Spanish) is a plus.
• High school diploma or equivalent required; a Bachelors degree is a plus.
• Positive and professional attitude with strong interpersonal skills.