Job Details

Administrative Assistant

Vesta, Lake Oswego

Job - Technology

Close Date: 01/31/2020

Vesta is looking for the next star to join our team! If you love a role where no day is the same and filled with learning, your search is over. As the Administrative Assistant and Office Coordinator, you will provide administrative support to the Chief Information Officer and SVP, Operations, manage office operations and process payroll.

We need someone who is polished but knows how to have fun. They must be able to handle confidential information and interact with all levels of the organization. You will be our face to the world, greeting visitors and maintaining the building, so attention to detail must be in your toolkit.

What You’ll Do:

Welcome and greet office guests
Create and maintain a comfortable and clean office space that is inviting to both team members and visitors; arrange any outside maintenance, repairs and cleaning
Answer phones, screen calls, route calls to appropriate people, take messages and provide amazing customer service
Provide administrative purchasing support for two office locations
Read and route incoming mail: locate and attach appropriate files for correspondence to be answered and forward for appropriate responses; Prepare outgoing mail and correspondence including package pick-up and delivery FEDEX, UPS, Amazon, etc.
Help keep the CIO and SVP, Operations on track by scheduling meetings, calendars, expense report completion and booking travel arrangements
Research and negotiate pricing with hotel and travel vendors as needed/requested
Enter new travelers into the corporate travel system and serve as system administrator
Manage calendars, scheduling meetings, writing emails/memos, creating presentations, coordinating travel arrangements, and more
Coordinate events as needed, such as large all-staff meetings, as well as small training sessions or setting up an outside vendor coming in for a workshop. This includes reserving rooms, ordering food, sending out invites, coordinating technology, and other event logistics
Other duties as assigned will vary depending on the person and day, and will add variety and new experiences to your daily work.

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