Administrative Assistant

Job TitleWork Mode: Hybrid schedule requirement of a minimum of 3 days per weekDue to business need this role requires a specific start date 10/12/2026 and will require candidates that can meet the outlined start date.Proven ability to operate independently in an onsite environment while also collaborating effectively with broader teams.Responsibilities:Coordinate end-to-end new hire onboarding support, including equipment and technology ordering, badge and building access setup, and on-site support to ensure a seamless day-one (and beyond) experience.Serve as an onsite point of contact for scheduling, workspace coordination, and in-office needs.Plan and support meetings, events, and leadership sessions, including room bookings, materials, catering, and logistics.Provide day-to-day administrative support to executives and/or teams, including onboarding resources support, calendar management, meeting coordination, and travel logistics.Manage expense reports, purchase requests, and vendor coordination as needed.Coordinate visitor access, onboarding logistics, and onboarding support for new hires.Maintain organization of shared documents, trackers, and administrative processes.Proactively identify and resolve scheduling conflicts or operational challenges.May order supplies through GEPSmart for floor needs.Assist with event planning, including food orders, arranging conference rooms, and coordinating with tech support.Plan executive travel including hotel, transportation, and restaurant reservations as necessary.Manage expense reports on a monthly basis using Concur.Manage building access for executives, teammates, and visitors as necessary.Requirements:Minimum 3 years of administrative or office support experience, preferably in a corporate environment.Strong organizational skills with the ability to manage multiple priorities.Excellent communication and interpersonal skills.Adept at using a variety of software programs and applications and can help find solutions for moderately difficult issues (Concur, MS TEAMS, My Facility, visitor registration, ARM, GEP Smart, etc.).High level of professionalism and ability to handle sensitive information with discretion.Proficiency in Microsoft Office (Outlook, Teams, Excel, PowerPoint).Ability to work onsite and provide hands-on support as needed.Preferred Skills:Demonstrated experience providing onsite support to senior leaders and/or multiple executives, ensuring seamless day-to-day operations in the office.Strong problem-solving skills with the ability to anticipate and address onsite needs proactively.Experience coordinating onsite events, large meetings, and in-office logistics, including setup and execution.