Senior Administrative Assistant / Office Manager Job in Newport News, Virginia US
Senior Administrative Assistant / Office Manager
Kelly Services is currently recruiting for Top Talent Sr. Administrative Assistants or Office Managers for an exciting new temp-to-hire opportunity in Newport News, VA. Education and Experience Requirement: Associate degree in business or secretarial preferred and/or minimum of three to five years of experience in Administrative/Executive Assistant position in a corporate setting. Skills: Provides a wide range of administrative support to the leaders and employees at this facility. Understands and follows company procedures and policies. Responsible for office communications and logistics. Must poses excellent computer skills. Skills with MS Office ( Word, Excel, PowerPoint, Outlook and SharePoint) . communication tools, Internet and SAP Excellent Organization skills; problem solving, must be a good communicator and work independently with little oversight. Maintains secure and confidential information. Must demonstrate ability to work in a high-profile environment with tact and grace. Must work on multiple project with varying deadlines and priorities. Demonstrated interest in Maritime industry, shipbuilding and technology. Responsibilities: Besides normal Admin responsibilities, the office manager shall also have the following responsibilities: Supply and Shipping Monitor office supplies and order as needed. This includes supplies for Copiers/printers,Kitchen, and General office (stapler, pens, etc.) Create a process for taking requests from staff and making weekly orders Shipping and receiving general oversight Maintain our FedEx account Assist local people trying to ship things as needed Receive materials from FedEx, UPS and Staples Monitor or follow up on shipping as requested by staff (items in transit that have not been received, returns, etc.) Security Manage the security card system (enter new cards, setup security zones, enter holidays, etc.) Order new Data Watch security cards from Facilities Management as needed. Maintain the ITAR community site (store logs, update training materials, update announcement if needed). Train staff on ITAR (security briefings). Maintain a log of people trained. Keep a record of all security cards and permission levels Issue visitor badges. Maintain a log book of visitors. Understand and enforce the security areas (security card controlled doors, signs, procedures, etc.) Understand the requirements to maintain the proper security for the data provided. Make sure we are doing the right things to maintain and communicate the required security. Monitor people coming in and out of our suite for compliance Conduct periodic communication through emails and meetings to educate staff on the security responsibilities of all individuals. Meetings Provide support for meetings and conferences. Provide support for people conducting the meeting or conference. Create a check list that the person conducting the meeting can use to prepare for the meeting and communicate needs to you. Order meals for meetings. Maintain a list of vendors. Keep a current menu from each vendor. Create a form for ordering meals (one per food vendor). Something that the person conducting the meeting can fill out. Or in some cases, the form may need to be handed out to meeting attendees so that they can select from the menu. The form should be such that it is ready to fax (Siemens header info, contact numbers, etc.). Use Customer American Express P- card to order/pay for meals. File expense reports Handout preparation (print handouts sent by person conducting the meeting to you, provide folders for the handouts if needed, etc.) Provide the person conducting the meeting with instructions for guests to connect to our wireless network Arrange for items for attendees (pad, pen, name stickers, desktop paper name plates, etc.) Prepare or arrange for the preparation of coffee, drinks, snacks, mints, etc. Work with Supply Manager to make sure supplies for meetings are available Facilities: Interface with building management. This includes turning in work orders for things such as repairs, security cards, janitorial issues, etc. Monitor general office condition and communicate/resolve issues. Coordinate work for electricians, HVAC, Painters that we hire Furniture (rearrange, repair, order new) Coffee machine issues or repairs/ coffee Service Relationship Appliance issues or repairs Office decorations If you have the required experience and are interested in being considered for the opportunity available, please email your resume to 6112@kellyservices.com .