Description

• May be asked to coordinate or direct the work of other personnel and/or train others.
• Track and maintain Colorado office events calendar.
• Track and order Name Plates and Name Tags for new or promoted Associates through the main office.
• Arranges travel processes, including flight, hotel bookings and car rentals for management.
• Conduct New Hire Orientation for new Associates and ensure timely submission of new hire paperwork to HR.
• Prepares high quality presentations, reports, and other documents using word processing, spreadsheet and presentation software systems currently have in place. Some presentations may be confidential in nature.
• Call for service on cleaning services.
• Answer incoming phone calls.
• Coordinate with hiring managers and Staffing Specialist to complete onboarding procedures for new Associates including, but not limited to, submitting the I.T. Account Creation Form, setting up drug tests, and preparing welcome bags for new Associates.
• Communicate clearly and effectively with all associates regarding changes, updates and enterprise affecting items.
• Train back-up staff on phone and front-end duties.
• Prepare and/or track expense reports and invoices for Northern NV executive and senior-level management.
• Oversees staff interactions and responds to their queries on office management issues as well as acting as a liaison between the department heads, executives, and external groups.
• Assist various departments, i.e., creating spreadsheets, reviewing emails, stuffing envelopes, shredding, setting up binder books, correspondence, etc.
• Cost comparison tracking for office supplies & services.
• Check daily voicemail messages.
• Receive, sort, open, date stamp, and distribute all incoming mail.
• Prepares correspondence and reports which may include responding to inquiries on behalf of the Colorado Executive or senior-level management.
• Explain policies and procedures to other parties based on knowledge of company and department guidelines.
• Assist in overseeing general office operations while performing advanced, diversified and confidential administrative support to Colorado executive and senior-level management as well as other associates within the organization.
• Assist in updating and maintaining completed and current project information spreadsheets in shared drive.
• Match receipts to the Corporate AMEX Statement for the senior level management.
• Track and order Business Cards for all Associates through the main office.
• Oversee successful onboarding procedures for new Associates.
• Prepare UPS and FedEx shipping labels for Associates as needed. Call for Pick-up.
• Receive and distribute all incoming packages immediately upon arrival.
• Community Outreach – Track volunteers, prepare gifts and assist with events.
• Receive and distribute incoming and outgoing submittals, plans, etc.
• Order all kitchen and cleaning supplies, paper products and Front-end office supplies.
• Receive and announce all company guests.
• Maintain associate contact list for the Colorado office.
• May prepare reports such as budget expenditures, statistical reports or performance measures.
• Assist Accounting personnel with tracking and ensuring invoices are distributed to correct project teams and processed within 48 hours.
• Set up conference room bookings as requested.

Requirements

• Ability to plan and organize meetings including off-site locations, agenda planning and management, event and meeting planning and logistics.
• Should have at least five years of high-level administrative and office management experience..
• Professional in appearance – see Dress Code Policy
• Willing to work as a team member to assist the team in critical deadlines and tasks.
• Be proficient with Microsoft Office Suite, Outlook, and Internet. Experience with Sage/Timberline a plus.
• Professional vocal qualities (pitch, volume, and pace variability) are required.
• Proficient with calendar management in order to coordinate appointments and schedules of all associates.
• This position requires a physical lifting capability of 10-50 pounds and requires repetitive hand movements as well as physical dexterity and mobility.
• Ability to mentor, inspire, and motivate other associates.
• Must have excellent verbal and written communication skills, organizational and time management skills and analytical abilities.
• Must be a Self-Starter with demonstrated ability to maintain accountability, manage multiple priorities, and work independently while functioning as part of a cooperative team.
• Willing to learn MHC procedures and be a member of the overall MHC team.

Benefits

• Paid Time Off (PTO)
• Life Insurance
• Paid Holidays
• Dental Insurance
• Medical Insurance
• Supplemental Insurance
• Track received company gifts and send appropriate Thank-you’s.
• Vision Insurance
• Parental Leave
• Long-term and Short-term Disability Insurance
• 401(k) with company match

Training + Development

Interview process

Visa Sponsorship

Security clearance