Administrative Assistant  

Poundit.com is seeking an Administrative Assistant to help us organize our professional lives and manage our office. We're looking for an individual who will manage the office, coordinate with partners/providers, and handle duties for upper management. The ideal candidate for this opportunity is efficient, resourceful, a good problem solver, organized, and a proactive self-starter who will thrive in a dynamic and challenging environment.

Key Responsibilities:

Office Management:

• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that clerical functions are properly completed
• Point person for maintenance, mailing, supplies, equipment, bills, food/snacks and errands
• Organize team events, offsites, and team-building activities
• Help managing internal staff relations
• Maintain a safe and secure working environment
• Maintain a clean (secure cleaner) and efficient office that maximizes team productivity
• Provide general support to visitors and manage telephone reception

Upper Management Support:

• Manage upper management's schedule, calendar and appointments
• Provide administrative support to senior leadership. This includes managing complicated internal/external meeting schedules and global travel logistics, reviewing and processing contracts and expenses, and maintaining confidentiality of all work material.
• Assist CEO with any special projects

Partners / Providers:

• Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time
• Manage contract and price negotiations with office vendors, service providers and office lease
• Coordinate and communicate with suppliers and service providers ensuring payables and receivables are covered

Customer Happiness:

• Procure and negotiate customer freebies, packaging, inserts
• Assist with some customer happiness tasks

• Proven experience as an administrative assistant, virtual assistant or office admin assistant
• Knowledge of office management systems and procedures
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task