Administrative Secretary

Job Title: Administrative Secretary

Reports to: Senior Operations Manager

Job Overview:

We are seeking a proactive, energetic, and organized Administrative Secretary to join our team and provide essential administrative support and physical tasks to ensure the smooth day-to-day operations of multiple office locations. This role also serves as an executive assistant to the CEO/COO and an event coordinator, playing a key role in supporting leadership and organizing internal and external events. The ideal candidate will have excellent communication skills, attention to detail, and the ability to multitask in a fast-paced environment.

Duties/ Responsibilities:

• Administrative Support:
  • Perform general office duties, including answering phones, responding to emails, and managing correspondence
  • Greet visitors and provide a welcoming atmosphere. Address inquiries and direct them to the appropriate team members
  • Maintain accurate & organized filing systems (electronic and physical); ensure all documents are properly stored and easily accessible
  • Input and update information in databases and spreadsheets with accuracy
  • Assist with scheduling meetings, appointments, and events
  • Maintain calendars for team members as needed
  • Run errands as needed, including purchasing supplies and managing time-sensitive tasks.
• Billing Management:
  • Oversee financial statements, including tracking and organizing records for vendors' statements, and rental payments.
  • Manage and process bills, and ensuring timely payments
  • Utilize a company-assigned credit card to handle payments and maintain accurate records of expenses.
  • Coordinate and monitor ordering processes to ensure necessary supplies and materials are procured efficiently.
  • Ensure all financial records and transactions are maintained in an organized and accessible manner.
• Inventory Management:
  • Track, stock, and manage office supplies, materials, and equipment. Conduct regular inventory checks and place orders as needed
  • Receive, sort, and distribute deliveries; prepare outgoing shipments, ensuring proper packaging and documentation
  • Move, lift, and organize office equipment, furniture, and supplies as needed. Set up workstations, meeting rooms, and storage areas.
• Facility Maintenance Support:
  • Assist in maintaining a clean and organized office environment, including light cleaning, organizing storage spaces, and reporting maintenance needs.
  • Work with maintenance or vendor teams to coordinate minor office repairs and upkeep.
  • Ensure the office complies with health and safety regulations, such as proper storage of heavy items and a clutter-free workspace.
• Event Coordination:
  • Assist in planning, organizing, and executing events such as staff trainings and office gatherings
  • Coordinate logistics including venue setup, supplies, catering, and technology needs
  • Track RSVPs, manage event communications, and ensure smooth event flow
  • Support setup and breakdown for all events, including moving tables, chairs, and necessary equipment
  • Maintain an inventory of event supplies and promotional materials
  • Order food or coordinate meals for team meetings, trainings, office gatherings, and special events as needed
• Support Team Operations:
  • Help set up and break down for office meetings, events, or training sessions, including moving tables, chairs, and other equipment.
  • Coordinate and confirm food deliveries or catering needs for internal events and team functions
  • Assist with various projects, reports, and presentations as requested.
  • Perform additional administrative tasks to support the team, as needed.
  • Other duties as assigned by BEAM administration

Required Skills/Abilities:

• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to handle confidential information with discretion.
• Proficiency in Microsoft Office and particularly Google Sheets.
• Strong communication skills, both written and verbal.

• Ability to work independently and as part of a team.
• Problem-solving skills and ability to handle multiple tasks under tight deadlines.
• Ability to lift and move items up to 25 lbs safely
• Customer service-oriented

Education/Experience & Other Requirements

• High school diploma or equivalent is required; 1-2 years of experience in an office support role
• A valid driver's license and reliable transportation for frequent errands and travel between offices.
• Ability to work flexibly across three office locations as needed.
• Willingness to perform physically demanding tasks on a regular basis.

Working Environment:

This position typically works in an office environment.

Job Type: Full-time Salary: $26-27 Hour

Benefits: Medical, Dental & Vision Insurance, Retirement Plan, Growth Opportunities, Company perks