Office Administrator & Assistant

The Office Administrator & Assistant will be responsible for the daily office operations managing correspondence, scheduling appointments, organizing files, preparing documents, and assisting with administrative duties for managers. Key responsibilities include answering phones, greeting visitors, drafting memos and reports, managing calendars and travel, and maintaining office supplies. This role requires strong organizational, communication, and computer skills to ensure smooth reception flow. The ideal candidate has a proven ability to manage multiple tasks and works well under pressure. This will be the first point of contact for visitors at Headquarters, setting the stage for the Gibson experience.

Essential Functions

• Greet visitors and provide a positive first impression/experience
• Mail room coordination and distribution of incoming and outgoing mail. Creating a space that is efficient/effective.
• Manage office and breakroom supplies and ensuring equipment is cleaned/maintained
• Assist in ordering lunch for visitors/guest/business partners as needed
• Support security protocol – people, product and process
• Other duties as assigned

Required Skills/Abilities

• Practical work with Team Members, Vendors, Visitors, general public
• Genuine politeness and professional persona with all people interactions
• Pursuit in meeting the needs of others while keeping priorities in order
• Exceptional organizational skills and time management
• Strong attention to detail and follow through
• Effective and active listening and communication skills
• Ethical responsibilities over confidential information

Required Education and Experience

• 4 years of experience with administrative duties

Essential Knowledge

• Excellent written and oral communication skills
• Project management skills combined with ability to work as part of a team
• Experience with Microsoft suite, Monday.com

Personal Qualities

• Passionate about working and winning in a team environment
• Results oriented and driven, with a track record for delivering to plan
• Flexibility to adapt quickly to changing circumstances
• Able to proactively question and challenge to prioritize and identify solutions in timely manner
• Clear and logical thinker
• Enthusiastic with innovative opportunities that drive excellence
• Relish working in a company with a diverse, challenging, and fast paced environment

Travel Requirements

• This position is office based but may required off site activities occasionally.

Physical Demands

• Ability to lift and move up to 20 lbs