Office Administrative Assistant

Description

In this role, you’ll serve as a highly visible point of contact for Collegis Education by welcoming guests, supporting employees, maintaining office operations, and helping create a professional, organized, and service-oriented workplace experience.

This role exists to support the daily operations of the office by providing front desk coverage, administrative support, facilities coordination, and excellent customer service to employees, visitors, and callers.

What You’ll Do:

• Greet office visitors and employees, providing a professional and welcoming front desk experience
• Distribute mail, packages, and voicemails in a timely and organized manner
• Answer and route Collegis main line calls to ensure accurate and timely communication
• Take messages and respond to routine and non-routine questions as appropriate
• Work with the office manager and property management to help resolve facilities issues
• Maintain cleanliness and organization of the kitchen, kitchenettes, conference rooms, and breakrooms
• Order, organize, and restock office and kitchen supplies, including copier and printer supplies, beverages, snacks, and coffee
• Support efficient office processes and identify opportunities to improve day-to-day office operations
• Order building access cards and create name plates for employees
• Assist with FedEx requests and other mail or shipping needs
• Ensure the office is properly locked down upon leaving
• Help reconcile the corporate credit card as needed
• Assist in organizing meetings and special events, including coordinating rooms, sending meeting invitations, arranging food, and supporting setup needs
• Develop collaborative relationships with Collegis employees and management
• Prepare routine correspondence, including letters, emails, facsimiles, files, and binders
• Coordinate special projects as needed
• Coordinate meetings with members of the Administration team and assist in preparing communications and materials
• Order meals for various meetings and internal events
• Code invoices and send them for approval
• Serve as backup support for Administration team members, including securing travel reservations for Executives and processing, submitting, and approving expenses as needed
• Embody the spirit of Collegis’s mission and vision in daily activities
• Adhere to the appropriate information security policies based on the sensitivity of company data and report any security-related issues
• Perform other duties as requested, directed, and assigned

What You'll Bring: Experience & Skills

• Minimum of 2 years of experience working as an administrative assistant in a corporate environment preferred
• Intermediate to expert-level proficiency in Microsoft Office Suite, with emphasis on Outlook, Word, Excel, PowerPoint, and Visio
• Strong interpersonal, written, and verbal communication skills
• Ability to work closely with all members of the organization and represent leadership in a highly professional manner
• Strong organization and time management skills
• Continual attention to detail, follow-through, accountability, and reliability
• Ability to adapt to changes in the work environment, manage competing demands, and respond to frequent change, delays, or unexpected events
• Ability to maintain a professional image, attitude, and telephone manner in a fast-paced environment
• High level of professional ethics and etiquette
• Ability to maintain the highest level of confidentiality and handle sensitive material concerning the organization and Executives’ roles
• Ability to make sound judgments and take initiative within the functional area of responsibility with minimal direct supervision
• A customer-service mindset and willingness to support a wide range of office and administrative needs

Requirements

Education & Certifications:

• Associate’s degree preferred

Work Environment & Schedule:

This role is an in-office position based at the front desk. Employees will be expected to work onsite 20–30 hours per week between 8:30 a.m. and 3:00 p.m., Monday through Thursday, to provide front desk coverage, support office operations, and assist employees and visitors in person.

Who We Are:

Collegis Education partners with higher education institutions to deliver technology, marketing, and enrollment solutions that support the full student lifecycle. Our teams work across institutions to improve operations, enhance the student experience, and drive meaningful outcomes for both students and our partners.

Beware of Scams: Please note that all inquiries regarding Collegis Education job postings will come from an email domain of @mail.paylocity.com or @collegiseducation.com.

Collegis Education is committed to the policy that all persons shall have equal access to its programs, facilities, and employment without regard to race, color, creed, religion, national origin, sex, age, marital status, disability, public assistance status, veteran status, or sexual orientation.