Position Overview:
The Office Administrator is responsible for ensuring our Foxboro headquarters’ smooth and efficient operation by managing various administrative and executive support tasks. This role involves overseeing day-to-day activities, including managing office supplies, coordinating meetings, handling correspondence, mail/deliveries, and supporting staff members. The ideal candidate has excellent organizational skills, attention to detail, and the ability to multitask efficiently.
Key Responsibilities:
Office Management
- Order and manage office supplies, ensuring the office is stocked with necessary materials. Liaise with external vendors and service providers, such as cleaning services and office supply companies, to ensure smooth operations and timely delivery of services.
- Maintain cleanliness and organization of the kitchen area, including regularly cleaning the refrigerator to ensure it is tidy and free of expired items.
- Keep conference rooms clean and organized.
Event Planning and Coordination
- Manage calendars, schedule meetings, and coordinate appointments for staff and executives.
- Organize and maintain physical and digital files, including creating, editing, and archiving documents.
- Organize and prepare for meetings, including setting up conference rooms, arranging catering if needed, and ensuring all necessary materials and equipment are available.
- Plan and coordinate company events, such as team-building activities, holiday parties, and other corporate functions, ensuring they run smoothly and are well-attended.
Executive Support
- Plan and organize travel for the CEO, including booking flights, hotels, and car rentals, particularly for multi-city trips. Ensure all travel details are added to the CEO’s Outlook calendar, and receipts are sent to the accounting department.
- Create laminated business card luggage tags and mail them with a note from the CEO, ensuring a personal touch.
Tax Duties
- Prepare payment coupons for various tax agencies.
- Mail payments, checks, notices, amendments, and other documents on a time-sensitive basis.
- Go to the post office at least weekly, with frequency increasing during quarter and year-end filing months.
- Create priority USPS mail labels. Track and confirm delivery of priority USPS mail.
Qualifications:
- 2-5 years of experience as an office administrator, office manager, or other relevant role.
- Excellent organizational and multitasking skills.
- Strong communication and interpersonal abilities.
- Proficiency in MS Office (MS Excel and MS Outlook).