Overview

The Administrative Assistant will provide general front office support, as well as support the creative and technical operations teams. Reporting the VP of Human Resources, the Administrative Assistant will be the critical first point of contact for Applied Minds’ clients, vendors, consultants, prospective employees, and VIPs. This position will support a breadth of needs that enable the creative and technical teams to focus on their work at hand. Among the duties will be: expense reporting, timekeeping system management, supply ordering, mail management, catering, travel support. The selected individual will maintain important security protocols and create a welcoming and positive experience for every visitor. They will help coordinate and support internal meetings as well support the Executive Admin team during visitor and VIP meetings. 

Responsibilities

• Answer and direct incoming calls
• Greet and coordinate visits by existing and prospective clients, vendors and candidates. This includes following all security protocols regarding documentation and badging, escorting, reserving parking, as well as ensuring an overall positive visit
• Provide general administrative assistance such as managing conference room calendars, facilitating conference calls, and maintaining and ordering office supplies
• Ensure conference rooms are organized and well equipt
• Support project teams with meeting coordination, travel, expense reporting and other administrative tasks.
• Support HR Team with Company event planning

Qualifications

• Bachelor’s degree in Business, HR, Finance, or relevant field
• 2-4 years experience in an administrative support role
• Customer service orientation
• Proven ability as a collaborative team player
• Exceptional judgment and discretion in maintaining a high degree of confidentiality
• Proven ability to be an effective communicator; excellent written and verbal communication skills
• Professional demeanor and phone manner
• Demonstrated ability to multi-task and stay calm under pressure
• Excellent organization, project and time management skills
• Excellent attention to detail
• Proficiency with MS Office Suite

Applied Minds is an Equal Opportunity Employer. We are committed to fair and equitable compensation for all employees. We thoughtfully consider a wide range of factors when determining individual compensation. The expected base pay range for this role is between $25 and $33 per hour. Actual compensation for an individual will vary depending on skills, qualifications and experience.