Office Assistant
Location: Chattanooga, TN
Pay Range: $22.00 – $23.00 per hour
Benefits: Standard Medical, Dental, 401(k)
Summary
Provide executive support to Office Manager. The Office Assistant is responsible for providing administrative support to the office to ensure continuity of daily office functions and operations. This position coordinates with leadership to provide administrative services in conjunction with Global Practice and business line goals and objectives.
Responsibilities
- Plan, coordinate and facilitate meetings, mange facility requests and vendors.
- Stock supplies, keep kitchen clean and organized.
- Coordinate office support services and facilities management in order to ensure organizational effectiveness and efficiency of the office.
- Provide high level administrative support to the Office Manager, managing schedules, appointment requests and a high volume of meetings and events.
- Support Project Managers with proposal development and project specific tasks including issuing Purchase Orders, maintaining project schedules, tracking budgets and financial information.
- Maintain office reception area, greet guests, and refer callers to appropriate parties.
- Plan, coordinate and facilitate on-site and off-site meetings for the office to include client meetings, trainings, stakeholder meetings, and office management meetings.
- Coordinate and manage office events and activities.
- Oversee catering and conference room management for events; event set up and tear down.
- Assist office leadership team with calendar management, conference calls, related conference room set up, expense reports, and meeting coordination as requested.
- Coordinate travel arrangements and prepare travel itineraries.
- Prepare messaging and correspondence including emails, meeting agendas and meeting minutes.
- Gather, compile, verify, proofread, and analyze information to prepare documents such as memos, letters, reports and presentations.
- Assemble and analyze information involving business plans and financial reports in PowerBI and Excel.
- Maintain seating and organizational charts in Visio.
- Monitor, review, and approve standard expenditures to ensure the activities of the office are conducted within established budgets.
- Process office accounts payable invoices.
- Administer office access security (badging and keys).
- Support management and human resources with new hires and separations.
- Manage office correspondence, letters, packages, etc.
- Coordinate with building management on office maintenance.
Qualifications
- High School Diploma/GED is Required.
- At least 4 years applicable office/clerical experience.
- Advanced knowledge in Microsoft Word, Excel, and PowerPoint required.
- Ability to work independently, demonstrating accuracy, reliability, and problem solving skills.
- Excellent organization skills, attention to detail, verbal and written communication skills, and ability to handle multiple tasks.
- Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e. clients, vendors, business partners, community leaders).
- Ability to exercise discretion and confidentiality.
- Must be punctual and a team player.
- Candidates must be authorized to work permanently (without time restrictions, location restriction, etc) in the country where the work is being performed.
We are an Equal Opportunity Employer and do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, genetic information, sexual orientation, gender identity, or any other legally protected status. All qualified applicants will receive consideration for employment without regard to any of these characteristics.