Mission Statement
The Office Administrator manages and assists with all aspects of day-to-day office management, provides administrative assistance as needed, and assists with event planning. They serve as the face of GEM, welcoming and assisting guests and team members with enthusiasm, professionalism, and poise.
Key Duties & Responsibilities
Key responsibilities include, but are not limited to:
- Office and facilities management
- Manage office-related vendors and service providers
- Oversee and coordinate office projects, moves, renovations, etc.
- Maintain necessary stock of office and kitchen supplies by taking inventory, ordering supplies, and restocking to ensure availability
- Reception
- Perform office-related opening and closing duties
- Greet and welcome visitors and vendors upon arrival
- Answer and direct phone calls in a polite and friendly manner
- Sort and distribute mail daily
- Coordinate and schedule shipments and couriers as needed
- Plan, order, and distribute meals as requested
- Maintain reception area and all common areas in a clean and tidy manner at all times
- Administrative support
- Support administrative team members by serving as a backup and cross-training on critical tasks
- Scan and file both physical and electronic documents
- Assist with onboarding new hires by preparing materials and workstations for new hires
- Event planning
- Serve as a member of the Community Engagement Committee.
- Research, plan, and coordinate firm events and offsites with support from the Community Engagement Committee.
Qualifications
Successful candidates will display traits inherent in GEM’s collegial and team-oriented culture, including enthusiasm, honesty, humility, integrity, and curiosity.
- High school diploma or general education degree (GED) required
- 3+ years of relevant experience in an office environment
- Strong customer service orientation
- Comfortable multi-tasking and prioritizing tasks without guidance
- Excellent interpersonal and communication skills
- Demonstrated ability to read, write, and speak English
Working Conditions
- Position type – Full-time
- Work schedule – Minimum 40 hours/week
- Work location – In-office, 5 days/week
- Work environment – Office
- Essential physical requirements
- Ability to sit and work on a computer for an extended period
- Ability to occasionally lift and move boxes up to 30 lbs.
- Travel requirements – None
Company Culture
Every team member contributes to the GEM culture by respectfully voicing opinions, asking questions, evaluating how and why things are done, and offering solutions. This level of involvement and trust is developed through bonding opportunities over shared meals, joint celebrations, and team and firm outings.
Service is also a key element of GEM’s culture. Employees are presented with opportunities to serve both internally and externally. They can sign up to serve on various internal committees, such as the Community Outreach Committee, and volunteer with local nonprofits. GEM aims to improve the local community while encouraging its team members' spirit of giving.
