Executive Administrative Intern Job at Avint in Herndon

Client: Corporate

Location: Avint HQ, Herndon, VA

Clearance Requirement: None; Top Secret eligibility preferred

Avint is seeking a highly organized, outgoing Executive Office Assistant Intern. In this position, you will assist with a variety of clerical and administrative duties to include greeting clients, managing the office appearance, event planning, answering phones, and managing executive leadership calendars. You may also help support business operations functions to include employee onboarding, and reimbursements. Since you will be the face of Avint to welcome clients, employees, and partners, we are looking for an individual who maintains a professional appearance and energetic / positive appearance at all times.

After successful completion of a 3-month internship, a full-time position may be extended.

General / Administrative:

• Act as first point of contact for company by greeting visitors and directing phone calls

• Greeting visitors, notifying the team of guest arrivals, offering beverages, etc.

• Create and generate basic templates for a variety of functions within the Operations Division

• Ensure kitchen is upheld: unloading/loading dishwasher, restocking coffee, fridge and snacks.

• Prepare and maintain corporate correspondence as necessary

• Manage corporate calendar by assisting with meeting setup, agenda creation and distribution, minutes and action tracking.

• Prepare copies, collate, and general filing or records management as necessary

• Sort, screen, and distribute incoming mail

• Package/Letter mailings via FedEx, USPS, UPS

• Reporting office progress to senior management and working with them to improve office operations and procedures

• Develop, manage, and oversee appropriate office policies such as access, use of technology, conference room calendar, and any other policies to support a comfortable and functional working environment for all team members.

• Support internal company marketing activities to include sending monthly announcements and employee surveys

• Coordinate new candidate interviews with hiring managers and technical leads

Event Management:

• Event planning and support for all internal and external events

• Manage all event logistics, including venue selection, audio-visual setup, catering, agendas, and attendee tracking.

• Support HQ external guest arrivals by prepping space, facilitating lunch / snacks / beverages as needed, ensuring comfort of guests, and breaking down event area afterwards

• Manage external vendors to provide necessary items required for a successful event (caterers, furniture rentals, DJs, photographers, etc.)

Facility:

• Submit and manage facility maintenance requests

• Establish a great rapport with facility management team members (building engineer, building landlord, etc.)

• Support onboarding of new team members by providing facility orientation and assigning assets and workspace

• Manage access control to facility by providing badges, keys, etc. to appropriate personnel

• Organizing maintenance companies to keep the office clean and safe and ensure its appliances are in good working order

• Maintain office supplies and equipment by keeping inventory, processing orders, and assisting with general maintenance (printer toner, etc.)

• Maintain kitchen stock by procuring beverages, snacks, etc.

• Manage seating chart, asset assignment, and any office moves

Recruiting:

• Participate in full-cycle recruiting, including job postings, candidate sourcing, phone screenings, interview coordination, and reference checks.

• Maintain candidate data within the Applicant Tracking System (ATS).

Financials:

• Assist team members with travel reservations and subsequent post-travel expense reports

• Manage an office supplies budget by closely monitoring purchases and discussing expenditures at appropriate stakeholder meetings

• Assist in booking travel and generating/managing travel expense reports

Requirements

• 2+ years’ experience in similar administrative functions

• Proficiency in speaking, reading, and writing English

• Exude a positive energy and “yes” attitude each day, with every task assigned

• Demonstrate deference with leadership and partners

• Ability to creatively solve complex challenges and utilize independent critical thinking skills to troubleshoot new territory

• Experience using Microsoft Office suite of applications

Benefits

Joining Avint is a win-win proposition! You will feel the personal touch of a small business and receive BIG business benefits. Avint will invest in YOU and your professional development!

Avint is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity and Affirmative Action Employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class.

The base salary range for this position is $18.00-$22.00/hour