General Purpose of the Position:

Serves as the face of the company by providing an excellent impression to callers and visitors and directing them appropriately by phone or in person. Support administrative duties in the office and ensure that office is operating smoothly. Provide administrative support to Senior Leadership. Provide general administrative support for Human Resources.

Essential Duties and Responsibilities:

Administrative Support (75%)

• Answer telephone, screen, and direct calls
• Greet and assist visitors to appropriate destination
• Effectively oversee the front entrance and prioritize daily visitor/vendor schedules and tasks
• Awareness of employee availability to better assist visitors and callers
• Maintain responsibility for general office upkeep and “look and feel”
• Monitor and maintain inventory of necessary office supplies; order supplies as needed to keep basic supplies stocked, and to fulfill special requests from staff.
• Utilize Corporate Credit Card to purchase supplies, food and items necessary for office, kitchen, daily operations, events and meetings
• Keep kitchen areas stocked, clean, and functional
• Assist HR team with maintaining accurate physical filing systems including new hire paperwork, medical clearance documents, and moving terminated employee files
• Send out mass mailings including required HR disclosure paperwork
• Facilitate arrangements for sales and marketing conferences including shipping equipment and marketing materials as requested
• Maintain inventory of marketing materials
• Serve as the key point of contact for main office vendors, such as maintenance, mailing, supplies, equipment repair and anything building & office related
• Monitor office machines and systems, and problem-solve issues as needed (including copiers, conference room scheduling, etc)
• Receive deliveries, sort and distribute incoming mail and handle outgoing packages including scheduling pickups
• Assists with onboarding new employees with work space set-up and providing corporate apparel
• Provide administrative support to members of Senior Leadership as needed
• Track and maintain travel and other expense reporting for self and Senior Leadership as assigned on weekly basis
• Other administrative duties as assigned

Event Planning (25%)

• Selecting venues and arranging event services for yearly strategic planning meeting, company Christmas party, and other events as determined by CEO. Includes logistical research and planning, day-of support, and timely event expense submission
• Coordinate food, beverages and other necessary items for onsite company meetings and events
• Other event planning duties as assigned

Skills and Abilities Required:

• Excellent verbal and written communication skills
• Professional presentation and appearance
• Customer service orientated
• Positive attitude
• Strong organizational and planning skills
• Attention to detail
• Advanced Microsoft Office Suite computer skills
• Interpersonal skills in order to deal effectively with a variety of people
• Ability to relate and communicate with employees at all levels within the organization
• Ability to multi-task and work in a fast-paced environment
• Reliable and flexible

Contacts:

• Significant daily contact with both internal and external customers, vendors, etc.
• Significant support to Senior Management and Human Resources personnel
• Daily contact with Richmond based personnel

Decision/Judgment:

• Independent judgment is used regarding day-to-day processes and procedures
• Guidance from management is provided for matters involving money, or for issues that will have a broad or company-wide impact
• Decisions are guided by a general understanding of the company’s mission, vision, values, standards of operation and mutually determined strategies and objectives

Effort/Working Conditions:

• Job is performed in a typical office environment, with no unusual physical requirements
• Some flexibility is required including occasional overtime to meet seasonal or other peak workload demands
• Onsite position

Education and Experience Required:

• Bachelor’s degree or equivalent knowledge is preferred but not required
• Related experience of at least 3-5 years is required
• Previous experience in an Administrative Assistant or similar role desired
• On the job training for a person with the required education and experience will take approximately 3-6 months