What are the responsibilities and job description for the Office Administrator position at Qode?
EA and Office Administrator:
Location: Florham Park, NJ
Workplace Type: Onsite
About the Role:
The Executive Assistant and Office Administrator will provide high-level administrative support to the executive team while ensuring the smooth operation of the office. This dual-role requires exceptional organizational skills, attention to detail, and the ability to manage a wide range of responsibilities, including calendar management, meeting coordination, office operations, and team support.
Key Responsibilities:
This is a full-time, onsite position. The ideal candidate is proactive, highly organized, and capable of handling a variety of tasks with discretion and efficiency.
Location: Florham Park, NJ
Workplace Type: Onsite
About the Role:
The Executive Assistant and Office Administrator will provide high-level administrative support to the executive team while ensuring the smooth operation of the office. This dual-role requires exceptional organizational skills, attention to detail, and the ability to manage a wide range of responsibilities, including calendar management, meeting coordination, office operations, and team support.
Key Responsibilities:
- Manage calendars, appointments, and meetings for executives, ensuring optimal time management.
- Coordinate travel arrangements, including booking flights, accommodations, and preparing itineraries.
- Draft, proofread, and manage confidential correspondence, presentations, and reports.
- Serve as a point of contact between executives and internal/external stakeholders.
- Prepare agendas and take detailed minutes during executive meetings.
- Handle personal tasks and assignments for executives when required.
- Oversee and manage daily office operations, ensuring a smooth workflow.
- Maintain office supplies inventory by monitoring stock and placing orders as needed.
- Coordinate and manage vendor relationships, including maintenance and service providers.
- Organize and maintain filing systems (physical and digital) for easy access to company records.
- Handle incoming calls, emails, and mail, directing them to the appropriate teams.
- Assist in onboarding new employees and coordinating office orientations.
- Ensure the office environment is clean, organized, and welcoming.
- Plan and execute company events, team meetings, and celebrations.
- Arrange logistics for conferences, training sessions, and off-site meetings.
- Support executives and teams in project management, tracking timelines, and milestones.
- Conduct research and provide data analysis to support executive decision-making.
- Education: Bachelor’s degree in business administration, management, or a related field (preferred).
- Experience: 5 years of experience as an executive assistant, office administrator, or similar role.
- Excellent organizational and multitasking abilities.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools.
- High level of discretion and confidentiality.
- Proactive problem-solving and ability to work independently.
- Familiarity with office management systems and procedures.
- Positive attitude and strong interpersonal skills.
- Attention to detail and ability to prioritize tasks effectively.
- Ability to adapt to changing priorities in a fast-paced environment.
- Strong work ethic and a commitment to excellence.
This is a full-time, onsite position. The ideal candidate is proactive, highly organized, and capable of handling a variety of tasks with discretion and efficiency.
