Office Coordinator/Sr. Administrative Assistant
HKS · Phoenix
Overview:
Supports teams using a wide range of developing professional skills such as scheduling meetings and appointments, coordinating office needs, welcoming visitors and providing general administrative support to our employees. Highly organized, personable and detail-oriented to support company operations and teams.Responsibilities:
- Prepares meeting agendas for assigned staff, assists with meeting set-up/clean-up which includes ordering lunch and takes minutes as needed
- Schedules and organizes activities such as meetings, travel, conferences and interviews
- Answers phones, distributes mail and processes expense reimbursement for assigned staff
- Under minimal supervision, performs desktop publishing activities of both routine and advanced nature, for reports, correspondence and presentations
- Supports other teams, such as Marketing, with various administrative tasks
- Provides coverage for reception on a regular basis
- Monitors office supplies inventory and places orders
- Reconciles office credit card charges
- Assists in relationships with building management and facility vendors, including cleaning and security services
- Coordinates and plans office activities, such as parties and celebrations
- Serves as an HR touchpoint, such as assisting in the onboarding process and paperwork for new hires
- Coordinates with the Information Technology team with regards to office technology needs
- Demonstrates professionalism by consistently maintaining positive and collaborative attitude with all staff, visitors and clients
- Responsible for opening the office each morning
Qualifications:
- High school education; college level preferred
- Typically with 5+ years of related experience
- Experience in MS Office Suite, including Outlook, Word, Excel, PowerPoint, Salesforce, and Teams
- Knowledge of Adobe software, including InDesign and Illustrator, to create and edit graphic materials and presentations preferred
- General knowledge of Bluebeam software preferred
- Strong interpersonal skills and the ability to interact with all levels of staff
- Ability to maintain appropriate degree of confidentiality and adherence to the practice of business ethics
- Ability to communicate in a clear, concise, and professional manner both verbally and in writing
- Ability to proactively problem-solve and collaborate on innovative solutions
- Ability to work in a team environment
- Ability to prioritize tasks to meet multiple deadlines and respond to changes at short notice
- Ability to work on multiple projects at the same time
- Ability to effectively meet deadlines at expected quality
If you currently work for HKS, please submit your application via the Internal Careers Portal.
HKS is an EEO/AA Employer: M/F/Disabled/Veteran