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.Set up and break down conference rooms for meetings and events.Maintain and monitor shredder bins and coordinate with the vendor for regular pick-ups.Prepare and package items for shipment, ensuring secure packing and correct labeling. Schedule FedEx pick-ups and monitor and track shipments to ensure timely delivery and address any issues.Receive and verify incoming mail and packages, distributing to the appropriate departments or individuals.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.Plan off-site events, handling logistics, accommodations, and activities to ensure a productive and enjoyable experience.Register attendance at events and conferences, handling all necessary arrangements and ensuring they are well-prepared for participation.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.Welcome and host guests of the CEO at the corporate office when the CEO is unavailable, providing hospitality and ensuring their needs are met.Secure parking passes for Gillette Stadium events for the CEO's friends, family, and business associates, ensuring convenient access and satisfaction.Make dinner reservations for the CEO locally and when traveling out of state, ensuring high-quality dining experiences.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.Add USPS mailing confirmation of delivery into the Notice Ninja tracking system.Add appointment reminders and meetings to tax team calendars on behalf of the manager.Qualifications: 2-5 years 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).Experience with office management software and tools.High school diploma.
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