Office Administrator

Description

Job Purpose

The Office Administrator shall serve to extend and multiply the principal's effectiveness in leadership,

management, and business development/sales. The position requires careful discretion,

confidentiality, poise, and proactive energy. The goal is to handle 80% of the principal’s

administrative work so the principal can focus on strategic work that generally has the broadest

impact.

Essential Duties And Responsibilities

The primary duties and responsibilities of this position include the following:

• Strive to anticipate principal action and be 2 steps ahead of logistical details
• Manage schedules and calendar appointments with all detail necessary, including addresses, routes, notes, and agendas
• Manage travel arrangements with strict attention to detail and preferences
• Manage email accounts and correspond on behalf of principal, when requested and appropriate using principal’s communication style
• Prepare for and manage meetings, including agendas, speaking notes, meals, other logistics, taking and distribution of minutes
• Compose and format draft written correspondence
• Screen office phone calls
• Greet, welcome and assist guests as necessary for the duration of their visit
• Log and distribute inbound shipping deliveries as well as assist in outgoing office mail
• Scan and file documents for staff with careful attention to file naming standards
• Requisition, track, store, and restock office supplies
• Proactively take initiative in handling administrative requests and inquires
• Screen and process principal mail, correspondence, and deliveries
• Fill-out, process and prepare all documents for principal signature
• Be punctual and well organized in all activities
• Serve as a caring liaison between direct reports/employees and the principal while promoting positive morale and reinforcing the values and priorities of the principal
• Perform all other administrative tasks that increase principal productivity
• Continually seek to refine processes that improve principal productivity
  
  

Requirements

Requirements:

• Bachelor’s Degree preferred, but high school diploma required
• Excellent interpersonal communication skills
• Excellent writing, composition, and document formatting skills
• Proficiency with Microsoft Word, Outlook, and Excel
• Experience in the engineering industry preferred
• Ability to confidently multitask
• Ability to manage conflicting priorities
• Experience in arranging meetings and coordinating calendars effectively
• Ability to work independently as well as with a team
• Exceptional organizational skills
  
  

Working Conditions

Daytime business hours in-office with limited flexibility

Physical Requirements

None

Direct Reports

None