Administrative Assistant/Executive Assistant, Facilities
While the position will be in the facilities department, the work will be very administrative. Managing expenses in Concur, tracking and responding to facilities requests in Salesforce, managing the room booking system Tango, coverage of reception, among other admin type of duties.
Position Overview
We are seeking a highly organized and detail-oriented Executive Assistant to support the workplace
experience team. In this role, you will assist the Operations Manager and
Facilities Manager with administrative tasks, workplace coordination, and event preparation to ensure a
seamless office experience for all employees. This role is ideal for someone with a strong background in
administrative support, excellent communication skills, and the ability to manage multiple priorities in a
fast-paced environment.
Responsibilities:
-Use workspace booking software to coordinate desk reservations and meeting spaces.
- Serve as the helpdesk coordinator, fielding requests and
ensuring timely resolution of issues.
- Provide front desk coverage, including answering phones, welcoming and adding guests
to visitor system
- Responding to inquiries and managing the reception email inbox.
- Schedule meetings and assist with calendar management
-Handle expense reporting and tracking for the team, ensuring timely and accurate
submissions.
- Provide logistical support, including drafting materials, signage, and instructional guides.
- Draft and proofread documents, including presentations, correspondence, and reports.
- Submit and track invoices and follow up with vendors as needed
-Assist in preparing the facility for events, workshops, and convenings.
- Assist with managing space reservations and updating security lists.
- Assist with scheduling and tracking preventative maintenance for office equipment and
fixtures.
- Create and manage employee security IDs, ensuring proper access levels.
- Monitor workplace supplies and coordinate restocking through regular audits.
- Support furniture inventory management and office reconfigurations as needed.
- Ensure safety standards are followed and assist with building security system testing.
- Help prepare for emergency protocols, including fire safety and environmental
compliance.
- Contribute to ad-hoc projects and assignments as directed by managers.
- Execute and perform complex or confidential tasks for the team.
- Responsible for executing independent projects for department/team with limited
oversight while routinely using independent judgment.
- Represent and support the department/team.
- Learn the organization structure and use this knowledge to navigate work.
While the position will be in the facilities department, the work will be very administrative. Managing expenses in Concur, tracking and responding to facilities requests in Salesforce, managing the room booking system Tango, coverage of reception, among other admin type of duties.
Position Overview
We are seeking a highly organized and detail-oriented Executive Assistant to support the workplace
experience team. In this role, you will assist the Operations Manager and
Facilities Manager with administrative tasks, workplace coordination, and event preparation to ensure a
seamless office experience for all employees. This role is ideal for someone with a strong background in
administrative support, excellent communication skills, and the ability to manage multiple priorities in a
fast-paced environment.
Responsibilities:
-Use workspace booking software to coordinate desk reservations and meeting spaces.
- Serve as the helpdesk coordinator, fielding requests and
ensuring timely resolution of issues.
- Provide front desk coverage, including answering phones, welcoming and adding guests
to visitor system
- Responding to inquiries and managing the reception email inbox.
- Schedule meetings and assist with calendar management
-Handle expense reporting and tracking for the team, ensuring timely and accurate
submissions.
- Provide logistical support, including drafting materials, signage, and instructional guides.
- Draft and proofread documents, including presentations, correspondence, and reports.
- Submit and track invoices and follow up with vendors as needed
-Assist in preparing the facility for events, workshops, and convenings.
- Assist with managing space reservations and updating security lists.
- Assist with scheduling and tracking preventative maintenance for office equipment and
fixtures.
- Create and manage employee security IDs, ensuring proper access levels.
- Monitor workplace supplies and coordinate restocking through regular audits.
- Support furniture inventory management and office reconfigurations as needed.
- Ensure safety standards are followed and assist with building security system testing.
- Help prepare for emergency protocols, including fire safety and environmental
compliance.
- Contribute to ad-hoc projects and assignments as directed by managers.
- Execute and perform complex or confidential tasks for the team.
- Responsible for executing independent projects for department/team with limited
oversight while routinely using independent judgment.
- Represent and support the department/team.
- Learn the organization structure and use this knowledge to navigate work.