MVE & Partners, INC.
Office Administrative Assistant
MVE & Partners, INC., Los Angeles, California, United States, 90079
GENERAL SUMMARY:
Working under general supervision of the Director of Finance & Operations, the Office/Administrative Assistant is responsible for performing duties to support general office activities and overall daily operations of the Company's U.S. based offices while providing clerical and administrative support to management and the Company. As the first point of contact for clients and visitors, this person plays a key role in creating a welcoming environment. Sensitivity to confidential matters may be required.
ESSENTIAL DUTIES & RESPONSIBILITIES
Office Management:Responds to voicemail messages, screens visitors, and resolves routine and complex inquiries.Maintains and supplies kitchens, bathrooms, and snack stations daily, and conference rooms between meetings.Maintains, orders, and organizes office supplies, kitchen supplies, snacks, and company provided bathroom supplies.Orders food for office functions, meetings, and events.Assists with planning and coordinating office events (i.e., presentations, lunch & learns, etc.)Coordinates with 3rd party vendors to schedule and organize lunch and learns.Manages incoming and outgoing deliveries and mail, including delivery drop-offs.Coordinates/serves as liaison with property management for all MVE facilities' office needs and correspondence. (i.e., maintenance requests, carpet, and refrigerator cleaning, parking validations and access cards, memo dissemination, etc.)Coordinates with 3rd party vendors of office equipment, appliances, services, maintenance, etc. (i.e., mailing and delivery services, secure shredding services, pest control, etc.)Maintains a professional appearance and demeanor in all dealings with internal and external clients.Willingness to receive regular oversight and direction from the Irvine Office Manager to ensure alignment with our operational standards and goals.Administrative Assistance:
Coordinates travel arrangements for employees and senior management, including booking flights, accommodations, and transportation.Assists colleagues with administrative tasks, such as typing, or data entry as needed.Miscellaneous:
Serves as lead and/or member of internal Event Planning Committee(s).Orders gifts, flowers, etc. for employee milestones, birthdays, etc.Maintains visibility within the office, actively soliciting opportunities to provide assistance.Assists and/or performs other duties as assigned.REQUIRED SKILLS AND EXPERIENCE
Intermediate to advanced level of proficiency with Teams, Word, Excel, PowerPoint, and Outlook.Ability to communicate effectively both verbally and in writing.Excellent time management skills.Excellent interpersonal and customer service skills.Ability to follow direction and deliver results in a timely manner.Must be detail oriented and well organized.Must be a proactive self-starter who seeks to identify, initiate, and complete office related tasks.Must be resourceful, adaptable, and able to handle challenges with confidence and creativity.Ability to maintain a professional demeanor with all employee levels, clients, and vendors.Basic understanding of how to operate standard business equipment.Willingness to perform light cleaning and moving tasks.
Working under general supervision of the Director of Finance & Operations, the Office/Administrative Assistant is responsible for performing duties to support general office activities and overall daily operations of the Company's U.S. based offices while providing clerical and administrative support to management and the Company. As the first point of contact for clients and visitors, this person plays a key role in creating a welcoming environment. Sensitivity to confidential matters may be required.
ESSENTIAL DUTIES & RESPONSIBILITIES
Office Management:Responds to voicemail messages, screens visitors, and resolves routine and complex inquiries.Maintains and supplies kitchens, bathrooms, and snack stations daily, and conference rooms between meetings.Maintains, orders, and organizes office supplies, kitchen supplies, snacks, and company provided bathroom supplies.Orders food for office functions, meetings, and events.Assists with planning and coordinating office events (i.e., presentations, lunch & learns, etc.)Coordinates with 3rd party vendors to schedule and organize lunch and learns.Manages incoming and outgoing deliveries and mail, including delivery drop-offs.Coordinates/serves as liaison with property management for all MVE facilities' office needs and correspondence. (i.e., maintenance requests, carpet, and refrigerator cleaning, parking validations and access cards, memo dissemination, etc.)Coordinates with 3rd party vendors of office equipment, appliances, services, maintenance, etc. (i.e., mailing and delivery services, secure shredding services, pest control, etc.)Maintains a professional appearance and demeanor in all dealings with internal and external clients.Willingness to receive regular oversight and direction from the Irvine Office Manager to ensure alignment with our operational standards and goals.Administrative Assistance:
Coordinates travel arrangements for employees and senior management, including booking flights, accommodations, and transportation.Assists colleagues with administrative tasks, such as typing, or data entry as needed.Miscellaneous:
Serves as lead and/or member of internal Event Planning Committee(s).Orders gifts, flowers, etc. for employee milestones, birthdays, etc.Maintains visibility within the office, actively soliciting opportunities to provide assistance.Assists and/or performs other duties as assigned.REQUIRED SKILLS AND EXPERIENCE
Intermediate to advanced level of proficiency with Teams, Word, Excel, PowerPoint, and Outlook.Ability to communicate effectively both verbally and in writing.Excellent time management skills.Excellent interpersonal and customer service skills.Ability to follow direction and deliver results in a timely manner.Must be detail oriented and well organized.Must be a proactive self-starter who seeks to identify, initiate, and complete office related tasks.Must be resourceful, adaptable, and able to handle challenges with confidence and creativity.Ability to maintain a professional demeanor with all employee levels, clients, and vendors.Basic understanding of how to operate standard business equipment.Willingness to perform light cleaning and moving tasks.