Responsibilities
- Partner confidently with leadership to proactively manage calendars, travel arrangements, and administrative needs.
- Schedule, coordinate, and attend meetings as required, including documenting meeting minutes when needed.
- Collaborate with the Senior Director of HR Operations & Services to plan and execute office events that strengthen company culture and engagement.
- Participate in global culture initiatives and keep staff informed of company-wide events and activities.
- Set up and manage catering for office meals, and oversee shipping logistics and essential supply inventory in coordination with HR support staff.
- Maintain a well-organized office environment by managing stock levels and supplies in alignment with HR coordination.
- Ensure the pantry is consistently stocked with snacks and beverages, including managing coffee machine operations and vendor deliveries.
- Handle front desk responsibilities by welcoming visitors, vendors, and contractors, and providing logistical support for executive guests.
- Assist visiting executives with accommodations and other on-site needs to ensure a smooth experience.
Work Arrangement
Hybrid
Responsibilities (9)
- Maintain a proactive, highly organized approach and confident partnership with the leadership team to anticipate and support their needs, including the organization of travel and accommodations, calendar management, and secretarial support.
- Organize, schedule, and attend meetings as necessary. May also be asked to take notes / meeting minutes.
- In coordination with Snr. Director of HR Operations & Services, coordinate and execute special office events that enhance company culture, including attending global culture meetings and keeping employees informed of events and activities happening company wide, bringing creativity, energy, and an engaging presence to all initiatives
- Receive, set up, and break down catered meals for the office as well as manage shipping needs and maintain essential supplies in coordination with the HR Coordinator, fostering an efficient workplace environment.
- Support with keeping inventory and stocking of office snacks, ensuring a well-stocked and organized pantry for employees, this includes coordinating with Snr Dir of HR Ops & Services to ensure the coffee machine is filled with coffee, emptying the bucket in the machine, receiving the vendor to stock up supplies etc.
- Oversee reception duties, including greeting and assisting any office visitors including executive visitors, vendors, and contractors, ensuring a positive and hospitable office atmosphere for all guests. This includes providing support for visiting executives, including assisting with logistics and recommending hotel accommodations as needed.
- Greet and assist new employees on their first days, helping them acclimate to the office and creating a welcoming and supportive experience. In Coordination with the HR Coordinator implement the in office orientation of new hires.
- Stay in tight communication with employees of any requests, support they need and coordinate with the appropriate executives on these points as needed.
- Coordinate with Snr Dir of HR Ops & Services of any new requests for the breakroom from employees.
