Administrative Assistant

Summary of Position:

The Administrative Assistant – Front Desk serves as the first point of contact for the organization while also providing essential administrative support to ensure the smooth and efficient operation of the office. This role combines front desk management with high-level coordination of office logistics, communication, and administrative tasks that support multiple departments.

This position plays a critical role in creating a professional, organized, and welcoming environment while ensuring day-to-day office operations run seamlessly.

Front Desk & Office Experience

• Greet visitors, employees, and vendors in a professional and welcoming manner
• Answer, screen, and direct incoming phone calls
• Manage incoming and outgoing mail, packages, and deliveries
• Maintain a clean, organized, and professional front office environment
• Serve as the first point of contact and direct inquiries appropriately

Administrative & Executive Support

• Schedule and coordinate meetings, appointments, and travel arrangements
• Prepare and distribute communications including memos, emails, and reports
• Assist in the preparation of presentations, meeting materials, and documentation
• Ensure conference rooms are prepared, stocked, and ready for meetings
• Coordinate refreshments and logistics for internal and external meetings

Office Operations & Coordination

• Manage office supply inventory, ordering, and stocking
• Coordinate with vendors for office maintenance, repairs, and services
• Support overall office organization, efficiency, and readiness
• Assist with logistics for company meetings, visits, and events (as needed)

Communication & Coordination

• Act as a liaison between employees, leadership, visitors, and external partners
• Relay messages, requests, and inquiries accurately and in a timely manner
• Manage general office communications and ensure responsiveness

Content & Communication Support

• Support internal communication efforts by maintaining bulletin boards, digital displays, and announcements
• Assist with platforms such as TruDigital and other communication tools
• Help ensure consistent and professional messaging across the site

General Administrative Support

• Maintain organized records, files, and documentation
• Assist with data entry and tracking tasks as needed
• Provide cross-functional administrative support to various departments
• Support special projects and initiatives assigned

Ad Hoc & Flexible Support

• Provide additional administrative support based on business needs
• Adapt quickly to changing priorities in a fast-paced environment
• Take ownership of tasks and proactively identify opportunities to improve efficiency

Education & Skills Requirements

• High school diploma or equivalent required; additional education or certification in Office Administration or a related field is a plus
• 1–3 years of experience in an administrative assistant, front desk, or office support role preferred
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general office technology
• Strong organizational and time management skills with the ability to prioritize and manage multiple tasks effectively
• Excellent written and verbal communication skills with a professional and customer-focused approach
• High attention to detail and accuracy in all work
• Ability to work in a fast-paced environment and adapt to changing priorities
• Demonstrated discretion and ability to handle sensitive and confidential information appropriately
• Strong interpersonal skills with the ability to interact professionally with employees, leadership, and external partners
• Proactive, resourceful, and solution-oriented mindset with the ability to anticipate needs and take initiative

Physical Demands

The physical demands described here are representative of those required to successfully perform the essential functions of this role. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Regularly required to sit, use a computer, and perform standard office tasks
• Frequently required to communicate, both verbally and in writing
• Occasionally required to stand, walk, reach, and lift light office materials

Work Environment

The work environment characteristics described here are representative of those encountered while performing the essential functions of this role. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Work is performed in a professional office environment
• Regular interaction with employees, visitors, and external partners
• Environment may include moderate noise levels typical of an active workplace

What We Offer

• Competitive base salary with performance-based bonus potential

• 4 weeks of PTO

• Health, dental, and vision plans

• 401(k) retirement savings plan with employer match and planning resources

• Collaborative, team-based culture that fuels innovation

• Paid time off, holidays, and employee recognition programs celebrating your achievements

• Community engagement and STEM outreach opportunities to give back locally