Administrative Assistant

You’ll work with visionaries across multiple industries to improve the hybrid cloud and AI journey for the most innovative and valuable companies in the world. Your ability to accelerate impact and make meaningful change for your clients is enabled by our strategic partner ecosystem and our robust technology platforms across the IBM portfolio; including Software and Red Hat.

Curiosity and a constant quest for knowledge serve as the foundation to success in IBM Consulting. In your role you’ll be encouraged to challenge the norm investigate ideas outside of your role and come up with creative solutions resulting in ground breaking impact for a wide network of clients. Our culture of evolution and empathy centers on long-term career growth and development opportunities in an environment that embraces your unique skills and experience.

Your Role and Responsibilities
As an Office Administrative Assistant you will work directly with the Office Manager and other Administrative Specialists to provide organizational support and maintain coordination of office protocols assigned projects and daily office maintenance. The Administrative Assistant position is integral in providing a positive first impression of the company. The right person will provide and maintain a professional work environment to optimize our organizational effectiveness communication and safety. High level responsibilities will include scheduling meetings assisting with office supply inventory answering incoming telephone calls greeting visitors and providing general administrative support to our team members.
We prefer an individual with some experience working in a front office or office administration position who has familiarity with a variety of office software and the ability to accurately handle administrative duties as assigned.
Job Responsibilities…
• Maintain office operations guidelines and follow SOP procedures
• Manage the office layout – update workstation/office assignments upon onboard/offboard/internal moves update nameplates and prepare seat for new occupant.
• Inventory and ordering office and kitchen supplies as well as miscellaneous ad hoc items requested by Office Manager
• Scheduling Repair & Maintenance as need warrants
• Disinfect shared-use surfaces with disinfectant wipes or spray; ensuring that all shared areas are kept tidy.
• Greet and provide support to visitors check-in needs set up of conference room and maintaining cleanliness of meeting rooms.
• Assist Office Manager with administrative duties such as maintenance/service scheduling USPS/FedEx mailing upkeeping and auditing of department documents and maintaining facility tracking spreadsheets
• Special projects as assigned by the Office Manager
• Interact with employees and assist with any facility related questions or concerns
• Assist with coordination and organization of onsite project/program meetings/events
• Support corporate- wide administrative initiatives and communication across multiple company locations and point of contacts.
• May be asked to assist at other facility locations for facilities support (as needed).

Required Technical and Professional Expertise
• Experience working in office administration
• Experience with front office administrator responsibilities systems and procedures
• Strong time management skills and ability to multi-task and prioritize work
• Strong organizational planning and problem-solving skills with attention to detail
• Excellent written and verbal communication skills with a creative approach to problems

Preferred Technical and Professional Expertise

• Proficient experience with MS Office – Outlook Excel Word PowerPoint