Administrative Assistant

POSITION SUMMARY: The Administrative Assistant/Receptionist primarily supports the general administrative functions and activities of the supply chain function and provides coverage of the visitor entrance of the Griffin Way facility.   In addition to partnering with other Administrative Assistants in maintaining a professional corporate business office, this full-time, office-based position is primarily responsible for being the first point of contact for visitors and Associates entering the office; providing administrative support with respect to on-site meetings for Customers, Associates, and job candidates.  Assists site leaders by overseeing the purchase, storage, and replacement of office supplies.  The Administrative Assistant manages details of a highly confidential and critical nature and must function efficiently and effectively in a fast-paced professional environment.

PRIMARY RESPONSIBILITIES INCLUDE:

• Greet and welcome guests, Customers, and visiting employees.
• Professionally answer, direct, and transfer calls (if necessary) from FORTNA general contact US and global phone numbers.
• Facilitate visitor check-in and check-out process.
• Provide sign-in, and information on waiting areas and meeting locations.
• Create Associate ID badges and coordinate building access cards.
• Manage front door security, doorbell entry.
• Maintain a clean and orderly office environment.
• Keep conference and training rooms neat as well as common areas
• Ensure printer paper is available by each printer and printer trays are kept full
• Coordinate use of the conference rooms, team spaces, offices, and cubicles, and update automatic reserve signs for conference rooms
• Assist with additional offsite meeting space as necessary
• Provide office tours for visiting Associates and new hires as needed
• Coordinate lunch and dinner meetings for the Mt. Washington site as needed
• Organize and maintain office supply closets – stock snacks and beverages
• Order supplies and items as necessary ensuring proper account coding:
  • Office supplies
  • Kitchen supplies: coffee, drinks, creamer, etc.
  • Office snacks
  • Electronics
• Assist with in-house Customer meetings, Board of Director, and Leadership meetings
• Order corporate gifts (i.e., flowers, etc.) on an as-needed basis for Employees, business partners, Customers, etc.
• Provide support for onboarding sessions by coordinating with HR team members to ensure that new Employees are welcomed, conference/training rooms are set up properly
• Coordinate with IT support in set up of conference rooms, Hubs, projectors, white boards, video, and audio, supplies and other needed arrangements
• Open and distribute daily mail/deliveries and scanning or sending mail to other offices when applicable
• Prepare FedEx, UPS, USPS online shipments and assisting Associates with their FedEx needs as well as maintaining supplies  
• Plan office holiday or special events
• Assist and coordinate monthly birthday recognition of corporate Associates
• Maintain bulletin board with Company/Associate info as well as assisting with maintenance of Employee Common Area.
• Partner and maintain communication with the Site Administrative Assistants to correlate office arrangements and minimize conflicts.

REQUIRED QUALIFICATIONS:

• High school diploma or equivalent required
• Four plus years of relevant front office experience
• Exceptional interpersonal, time management, multi-tasking, and critical thinking skills
• Experience answering phones in a front-desk/corporate environment
• Experience in calendar maintenance
• Event/Menu Planning
• Solid knowledge of Microsoft Office Suite; including Outlook, Excel, PowerPoint, and Word
• Experience with Microsoft Teams for chat, calls, and videoconferencing
• Excellent communication skills both written and verbal
• Ability to multi-task and prioritize in a fast-paced and occasionally noisy environment
• Flexible schedule to occasionally arrive early to greet visitors
• Ability to see the big picture in decision-making
• Ability to travel domestically and internationally if necessary

DESIRED QUALIFICATIONS:

• Associate degree
• Five years Front Office Experience
• Bondable Notary Public

WORKING CONDITIONS: When duties are performed in a typical office environment, extended periods of sitting at a desk and viewing a computer screen will be required. Also required is the ability to talk and hear, in person and by telephone; use of hands to handle, feel, or operate standard office equipment; and ability to reach with hands and arms. Associates are frequently required to walk and stand. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

This position description should not be considered all-inclusive.

This job description describes the general nature and level of work expected of a person assigned to this position. All job requirements listed indicate the minimum level of knowledge, skills and/or ability deemed necessary to perform the job proficiently. Employees may be required to perform any other job-related duties as requested by their supervisor.

It is the policy of FORTNA and its affiliated companies to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, pregnancy or pregnancy-related condition, status with regard to public assistance, veteran status, citizenship status (if authorized to work in the U.S.), or any other characteristic protected by federal, state or local law. In addition, FORTNA will provide reasonable accommodations for qualified individuals with disabilities.