Office Administrator (Part-Time Contractor)

This position will be employed through Headway consulting firm working remotely throughout the US.

The Office Administrator will support the Boston Macmillan Learning location, serving as the first point of contact for employee needs. The ideal individual will be personable, organized, and self-motivated, with the ability to exercise good judgment in a variety of situations, and to maintain a realistic balance among multiple priorities. The Office Administrator will have the ability to work independently on projects, from assignment to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Responsibilities include, but are not limited to:

• Facilitate office operations by greeting and assisting visitors and vendors, answering door and phone, distributing mail and deliveries, and assisting with office security efforts.
• Serve as go-to contact for office-related employee requests, questions, and issues. Create and maintain processes for reporting requests and resources for employees to access for self-help and information.
• Serve as go-to contact for subtenant issues.
• Manage kitchen and pantry, ordering supplies and restocking as needed. Ensure areas are clean and well-maintained.
• Conduct office maintenance such as overseeing office supplies, coordinating with vendors for coffee/water distribution, liaising with building management, and ensuring an organized and professional office environment.
• Perform or coordinate cleaning and maintenance in break rooms, conference rooms, and common areas as needed.
• Manage conference room calendars, preparing, stocking, and setting up for meetings.
• After events make sure meeting and common areas are cleaned, stocked, and ready for subsequent use and events.
• For group meetings, coordinate catering; maintain and update a list of local group activity, lodging, and dining options.
• Organize office events, culture-building activities, group meetings, and cross-office talent initiatives.
• Assist with workplace setup for new employees; assist with equipment recovery & personal items return for departing employees; ensure the best possible employee introduction and transition experience for the employees.
• Direct employees to internal resources and platforms such as the intranet; creating and maintaining office resources on intranet for Boston office staff and visiting employees.
• Complete various administrative projects, as required.

Essential Qualifications:

• 1-3 years' administrative experience.
• Experience communicating complex information to diverse audiences verbally and in writing.
• Ability to work independently and effectively, with little supervision.
• Ability to multitask and prioritize both high-profile and administrative duties at the same time.
• Excellent time-management, calendar-management, and organization skills.
• Proficiency with computers, Microsoft Office, and Google Office apps (Calendar, Mail, Drive, Forms, etc.)
• Proactive self-starter, who will seek out projects when time permits.
• Flexibility; Ability to adjust to change.

Preferred Qualifications:

• Experience with Google Office suite.
• Notary Public.

Education requirements:

• Some college, but no degree necessary.

Physical requirements:

• Must be able to move up to 20 pounds to rearrange conference room tables, chairs, and dividers as well as office deliveries and supplies.

Hours:

• 12 hours per week

Pay Rate

• $30/hour

Location:

• Wednesday, and Tuesday or Thursday on-site at the Macmillan Learning office, 75 Arlington, Boston MA 02116.