Executive Administrative Assistant for Corporate Office

Central Point Partners - Columbus, OH

Full-time - Entry Level

Columbus, OH

Administrative and Support Services

About the position

The Executive Administrative Assistant plays a crucial role in providing exceptional administrative support to the Executive team at our Corporate office. This position is based in Columbus, OH, and requires the candidate to work onsite five days a week. The Administrative Assistant will manage a variety of administrative responsibilities, ensuring that the office runs smoothly and efficiently. This includes acting as the main point of contact for coordination at the Corporate office, managing multiple Outlook calendars, handling email correspondence, and overseeing phone lines. The role demands a high level of emotional intelligence, personal accountability, and self-awareness, as the assistant will interact with all levels of the organization. In addition to supporting the Executive team, the Administrative Assistant will also assist the Human Resources team in implementing various programs and procedures for all employees. The candidate must be comfortable in an in-office setting and possess superior organizational, task management, and self-management skills. The ability to quickly adapt to changing tasks and situations is essential, as is proficiency in Microsoft Office and the capability to learn new systems and software. The role requires a proactive approach to managing corporate building functions, including greeting visitors, managing incoming and outgoing mail, and coordinating with vendors for equipment maintenance. The assistant will also be responsible for tracking supplies and office refreshments, ensuring that the office environment is well-stocked and organized. Furthermore, the position involves providing comprehensive support to the executive team, including calendar management, travel arrangements, expense reimbursements, and meeting coordination. The Administrative Assistant will also play a key role in supporting HR functions, responding to employee inquiries, coordinating company events, and maintaining confidentiality in all administrative tasks.

Responsibilities

• Meet and greet visitors and guests, ensuring proper check-in and escort procedures are followed
• Answer, screen and take messages of phone calls for multiple lines
• Manage and distribute incoming and outgoing mail and packages for various departments
• Monitor and coordinate vendors for equipment needing routine maintenance
• Track and order supplies and office refreshments
• Support executive team by handling a wide variety of administrative functions of the office
• Provide calendar and meeting management using Outlook
• Manage expense reimbursements using Certify
• Complete purchasing for various departments
• Arrange travel and hotel bookings
• Reconcile Corporate credit card receipts using Comdata
• Provide meeting management support and coordinate ordering and delivering lunches
• Draft, file, scan and organize documents and forms
• Act as first-line of support and utilize different resources to respond to calls and emails for HR
• Distribute calls and emails to appropriate team members
• Support employee appreciation programs
• Work with committee to coordinate and schedule company events
• Coordinate and schedule certain company meetings to ensure events run smoothly
• Complete and submit verifications of employment
• Complete and assist with regular HR and vendor audits
• Act as a backup for processes performed by fellow administrators
• Create Standard Operating Procedures
• Manage all incoming and outgoing mail and packages
• Keep all floors stocked and organized with various supplies
• Attend all Midland tenant meetings
• Assist management with administrative tasks such as tracking and compiling information of interest
• Provide confidential and day-to-day administrative support
• Prepare various reports
• Other duties as assigned

Requirements

• High school diploma or equivalent required
• Positive and upbeat personality
• Expert with managing multiple Outlook calendars, email boxes, phone lines, incoming and outgoing mail
• High level of emotional intelligence, personal accountability, and self-awareness while interacting with all levels of the organization
• Superior organizational, task management, and self-management skills and strategies
• Highly skilled in Microsoft Office
• Ability to quickly pivot as tasks and situations arise
• Ability to learn new systems and software