Administrative/Office Assistant

COMPANY: Foundation
POSITION: Administrative/Office Assistant
LOCATION: West Palm Beach, FL (in office 5 days per week)
HOURS: 9:00AM - 5:00PM in office with flexibility and availability outside of work hours as needed
COMPENSATION: $85-95K DOE
BACHELOR’S DEGREE: Required

Our client, a family office, is looking to hire an Administrative Assistant to join their team. This person will play a critical role in supporting the office’s daily operations, managing schedules, coordinating meetings, and as well as ordering supplies. The ideal candidate is an organized, proactive, and adaptable team player with a positive attitude.

Responsibilities of the Administrative/Office Assistant:
Team Support:
-Provide administrative support to the team with calendar management and scheduling meetings
-Prepare expenses, including organizing invoices/receipts
-Management of ad-hoc projects as needed e.g. conference logistics

Office Management:
-Assist with catering requests, as needed
-Distribution of mail and deliveries and booking outgoing packages
-Close working relationship with building management
-Manage ordering (and as needed, pick up) of food, cleaning, catering, and stationery supplies
-General office work, i.e. printing, scanning, binding, etc.

Meeting/Reception Support:
-Fielding phone calls to the Foundation’s main phone line
-Meeting & greeting clients, guests and visitors and notifying team members of guest arrival
-Assist with the setup and breakdown of meetings
-Working with building for visitor access

Requirements of the Administrative/Office Assistant:
-Bachelor’s degree preferred
-2-5 years admin experience, at a Foundation is a PLUS
-Excellent timekeeping and punctuality
-Proficiency with Microsoft Office - Outlook, Excel, Word, PowerPoint
-Strong team player
-Adaptable
-Punctual and reliable
-Excellent communication skills
-Experience interacting with high-level guests with poise, grace, and positivity
-Extremely high attention to detail in all aspects