Executive Assistant

The Director of First Impressions/Office Administrator is responsible for providing an exceptional experience as the first person to interact with clients and vendors both face-to-face, over the telephone and by email. Provides the highest level of customer service by greeting guests, clients and associates in a professional, warm and sincere manner while supporting overall business efforts. Oversees the front desk, performs office assistant/administrator functions, manages internal meeting spaces, and ensure general office organization.

• Confirms sufficient resources are provided at common office stations and equipment (copy/fax paper, pen/pencils, staples, etc.).
• Receives mail and packages daily. Signs for and records packages. Promptly sorts and processes all incoming U.S. mail and interoffice mail. Distributes mail and packages to all appropriate persons and/or departments/divisions.
• Ensures that kitchen is stocked and restocked on a daily basis with adequate inventory of k-cups, hot and cold cups, lids, paper towels, utensils, dish soap, hand soap, etc.
• Communicates directly with building owner/landlord on matters relating to cleaning services, maintenance, general disruptions, and communicating and arranging repairs.
• Manages all outgoing mail and outgoing courier service needs for associates and departments/divisions. Monitors supplies for the postage machine and ensures funds are added timely.
• Support general administrative and employee engagement efforts in the main office.
• Responsible for maintaining, placing all service requests, and tracking all copy/scanning/fax machines in the office.
• Update necessary forms to administer reception, conference rooms, and kitchen areas: conference schedule, telephone extension list, and field staff mailing.
• Assists with document storage including the coordination of retrieval, archive documents and record keeping.
• Order and submit business card requests, on an as needed basis.
• Assists with preparation for new hires, coordinating equipment, setting up workstation or office, distributing building pass, providing information on office security, and interacting with Human Resources for service request forms.
• Establishes and maintains working relationships with all members of the Suffolk team.
• Provides best in class service to external clients, business partners, and vendors in person, over the telephone and by email correspondence. Professionally interacts with clients, visitors, vendors and all departments/divisions within the company. Answers the phone in a timely manner, screens and directs incoming phone calls to the appropriate person.
• Maintains conference room calendars; assist with scheduling/coordinating appointments, events and meetings. Oversees and coordinates arrangements for in-house meetings for clients, business partners and employees, including catering. Assist with setting up AV equipment and conference calls, contacting IT department as necessary.
• Organizes and maintains the appearance of the internal meeting spaces/conference rooms and general shared office areas.
• Performs a broad variety of administrative duties, including preparing and formatting reports, electronic filing, and updating various company listings.
• Maintain existing systems and develop systems where necessary.
• Assist in the planning and execution of regional and employee engagement events.
• Maintains the supply closet and kitchen area, ordering general office materials, supplies, and kitchen supplies. Places special orders at the request of supervisor or other management staff in the region when needed.

While performing the duties of this job, the employee is regularly required to sit for long periods of time; talk or hear; perform fine motor, hand and finger skills in the use of a keyboard, telephone, or writing. The employee is frequently required to stands; walk; and reach with arms and/or hands. Specific vision abilities include close vision, distance vision, depth perception and the ability to adjust focus. The employee will spend their time in an office environment with a quiet to moderate noise level. Job site walking.

• Professional and courteous
• Detail oriented
• High School Diploma or equivalent required, College graduate preferred.
• Outstanding team player willing to help at a moment’s notice and a keen ability to prioritize urgent matters.
• Ability to work in a fast paced environment
• Strong organizational skills reflecting the ability to perform and prioritize multiple tasks with high quality and excellent attention to detail and to be adaptable to various competing demands.
• Proven ability to handle confidential information with discretion.
• Proficiency in using Microsoft Office products, including Word, Excel, PowerPoint, Outlook; database management, internet search engines and social media sites.
• Excellent written and verbal communication skills.
• Outstanding team player with good interpersonal skills
• Excellent interpersonal and customer service skills with the ability to build relationships with staff, external partners, clients and executives.
• Strong work tenure of 3 to 5+ years of directly related experience in administrative/receptionist role.