Senior Office Administrator

Overview

We are passionate about what we do, the services we provide, and the clients we serve. If you're looking for an opportunity to join a company that values collaboration, innovation, and dedication, we're the right place for you.A Brief Overview

The Senior Office Administrator ("SOA") provides proactive, professional administrative support to ensure the smooth operation of the JAMS corporate headquarters. The SOA anticipates a full range of needs, addressing core front office responsibilities, coordinating office services, and providing high-level administrative support to leadership, as needed. Additionally, the SOA serves as a key liaison in event planning and coordination of monthly and annual events and partners closely with the Executive Assistant, providing coverage and support in executive operations and procedures.

Responsibilities

What you will do

• Assists with event planning and coordination of all events for HQ. Under the supervision of the Executive Assistant, provides coordination support for the annual Owners' Meeting, which includes a variety of duties to ensure a successful event outcome.
• Manages primary reception duties, including greeting guests and creating a welcoming and professional front office environment. Handles incoming and outgoing communications, including emails, phone calls, and mail.
• Maintains front office, conference rooms, mail room, and cafe areas to ensure they are clean, stocked, and presentable at all times.
• Processes incoming client payments and ensures the timely and accurate handling of records and transfers to JAMS' Lockbox.
• Manages the inventory and ordering of office supplies and refreshments, ensuring that the appropriate stock levels are maintained.
• Provides administrative support to leadership, which may involve confidential information. Under the guidance of the Executive Assistant, provides coordination and scheduling support for meetings, appointments, and travel arrangements (e.g., flight and hotel accommodations).
• Maintains continuity in administrative workflows by analyzing and adhering to work processes, anticipating business needs, and communicating needed actions to the Executive Assistant.
• Partners with the Executive Assistant to resolve administrative issues by analyzing information and identifying and communicating solutions.
• Supports cross-functional special projects and assists department heads and associates with administrative needs.
• Assists with confidential administrative tasks and serves as a trusted backup to the Executive Assistant during time off or high-volume periods.
• Acts as a point of contact for external vendors, building management, and service providers related to office operations.
• Upholds a high standard of service and professionalism in all interactions with associates, vendors, and guests. 
• Other duties as assigned within similar scope.

Qualifications

• High School or equivalent (GED). Required
• Associate's Degree in Business Administration or administrative certification (e.g., Certified Administrative Professional ("CAP")). Required
• Bachelor's Degree in Communications or related discipline. Preferred
• 4-6 years of working in an administrative, clerical, or operations role. Required
• 2-3 years of working event planning and coordination. Plus
• 2-3 years of working in a support role for senior executives. Plus
• Proficient in Microsoft Office Suite and project management software (e.g., Monday.com), as well as any other software or digital application system required for the role. (Required proficiency)
• Strong verbal and writing skills and ability to communicate effectively and tactfully to companywide audiences. (Required proficiency)