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Responsibilities of this position include but are not limited to:
Organize and deliver professional quality office operations and timely administrative support for all National and subsidiary staff. Ensure all office areas present a professional, orderly, and sanitary image.
Direct, perform, and coordinate various administrative functions including front desk administration, meeting and special event planning, presentation, and production support, space planning, workstation and facilities management, office supply inventory and vendor management activities.
Manage workstations, including restocking, setup, and utilization. Direct and oversee vendors.
Maintain that all administrative personnel greet visitors and callers, and route and resolve data, package, and information in a friendly, customer-oriented manner.
Serve as the primary point of contact for facility access, office supervision, coordination of maintenance and security administration.
Manage day-to-day organization and control of conference, team rooms, and workspaces, including setting up and facilitating technology resources.
Plan, prepare, and coordinate professional quality internal and external special meetings and events, including food and beverages, as needed.
Administer the telecommunications system for headquarters and subsidiary office locations, acting as the liaison between the managed service provider and staff, including training, testing, identifying, and resolving basic end user problems related to the system and managing special phone administration requests. Report all IT- related issues to desktop support associates in a timely manner.
Direct and assist with delivering production material projects. May include preparing reporting packages, presentations, special projects, and other duties which require proofreading, photocopying, filing, printing, collating, and binding. Ensure application of correct use of the English language, including grammar, spelling, punctuation, and layout. Provide professional quality and timely general administrative support to all staff as requested.
Manage vendor relationships, evaluate costs, provide budget inputs, and submit invoices for payment. Oversee and prepare expense reimbursements according to policies and procedures.
Manage office cafés and common areas to ensure a clean, organized, and orderly presentation, including restocking supplies and appliance management.
Manage office supply organization, inventory and requisitions, ensuring timely recordkeeping, efficiency, and controls. Lead management of copier and printer maintenance, specialty paper supply orders and service requests.
Provide administrative support to executive and senior management, including organizing travel and lodging accommodations, meeting registration and reservations, and other requests as assigned.
Support vendor management activities, including coordinating facilities upkeep, service calls, and new equipment requisitions, budgeting, and expense analysis in a timely manner.
Coordinate with human resources and information technology team members to assist with on and offboarding employees. May include workspace set up, office supplies, office resources, safety, and security.
Primary responsibility to oversee the management of company and senior management calendars.
Support the planning and execution of National’s Safety and Security Program, ensuring the office implements and follows the procedures associated with the program. Make safety recommendations and provide feedback to the program administrator when applicable.
Exercise due care and in accordance with company policy when accessing National’s systems and information assets, ensuring that, as appropriate, the confidentiality and privacy of data is maintained at all times.
The work environment and physical demand characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This job description in no way states or implies that these are the only duties to be performed by this employee. This description reflects management’s assignment of essential functions and nothing in this herein restricts management’s right to assign or reassign duties and responsibilities to this job at any time. The employee in this position will be required to follow any other instructions and to perform any other duties requested by his or her supervisor.
In order to provide equal employment and advancement opportunities to all individuals, employment decisions at National will be based on merit, qualifications, and abilities. National does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by law.
