Sr. Administrative Assistant

Job Description

Job Description

Robert Half is looking for an Operations Coordinator & Assistant to the CIO for a 3-month contract starting in November. This is a hybrid opportunity, with in office Monday-Thursday, and work from home on Friday's.

Hard Skills & Software :

Microsoft 365suite : including Outlook email & calendar, SharePoint, Excel, Teams; iPhone familiarity; Concur SAP preferred; IT support ticketing systems; Adobe Acrobat

Job Responsibilities :

• Weekly ordering and inventory management of office food, beverages, first aid, and office supplies
• Maintain office cleanliness
• Decorate the office for holidays and special events and maintain a welcoming environment.
• Report any building issues or safety concerns to CBRE Property Maintenance
• Schedule and coordinate office vendors and service providers including installers, carpet cleaners, third-party deliveries, and any services outside the standard lease agreement
• Order, return, and coordinate IT equipment for office and remote employees; manage shipments and provide tracking and status updates.
• Manage office communications : distribute information about events, meetings, visitors, and policy updates.
• Run office errands, such as FedEx / UPS / USPS drop-off, supply runs, food pickup
• Plan and coordinate monthly celebrations, team-building events, and meals
• Onboard new employees and contractors : Coordinate home-office equipment orders, assist HR with asset inventory and new-hire checklists, and ensure Microsoft account access is granted.
• Grant and manage user access to programs and resources including Adobe Acrobat Pro, Verisk / ISOnet, ReferenceConnect, and Dellwood SharePoint sites.
• Oversee and triage IT tickets submitted to Intelinet and escalate when necessary.
• Manage new office space projects including installation planning, vendor coordination, and relocation of inventory.
• Provide executive support to the CIO, Thad DeBerry, by managing his calendar and schedule, booking room accommodations and travel-related logistics, and recording and communicating important meeting recaps
• Assist with lodging and travel recommendations for out-of-state visitors
• Approve and submit vendor invoices and expense reports in Concur SAP for the CIO and self; prepare monthly business credit card expense submissions.
• Coordinate office charity events and volunteer opportunities with Dellwood’s Charitable Contributions Committee.
• Track and communicate team PTO, WFH, and in-office schedules, and report deviations from expected schedules.
• Submit tickets for employees travelling oversea to work remotely
• Create and communicate standard operating procedures and distribute process documentation to the team

Calendar Management, Administrative Assistance, Book Travel Arrangements, Conference Calls, Customer Service, Maintain Office Supplies