Sr. Administrative Assistant at Robert Half

Robert Half is looking for an Operations Coordinator & Assistant to the CIO for a 3-month contract starting in November. This is a hybrid opportunity, with in office Monday-Thursday, and work from home on Friday's.

Hard Skills & Software:

Microsoft 365suite: including Outlook email & calendar, SharePoint, Excel, Teams; iPhone familiarity; Concur SAP preferred; IT support ticketing systems; Adobe Acrobat

Job Responsibilities:

•Weekly ordering and inventory management of office food, beverages, first aid, and office supplies

•Maintain office cleanliness

•Decorate the office for holidays and special events and maintain a welcoming environment.

•Report any building issues or safety concerns to CBRE Property Maintenance

•Schedule and coordinate office vendors and service providers including installers, carpet cleaners, third-party deliveries, and any services outside the standard lease agreement

•Order, return, and coordinate IT equipment for office and remote employees; manage shipments and provide tracking and status updates.

•Manage office communications: distribute information about events, meetings, visitors, and policy updates.

•Run office errands, such as FedEx/UPS/USPS drop-off, supply runs, food pickup

•Plan and coordinate monthly celebrations, team-building events, and meals

•Onboard new employees and contractors: Coordinate home-office equipment orders, assist HR with asset inventory and new-hire checklists, and ensure Microsoft account access is granted.

•Grant and manage user access to programs and resources including Adobe Acrobat Pro, Verisk/ISOnet, ReferenceConnect, and Dellwood SharePoint sites.

•Oversee and triage IT tickets submitted to Intelinet and escalate when necessary.

•Manage new office space projects including installation planning, vendor coordination, and relocation of inventory.

•Provide executive support to the CIO, Thad DeBerry, by managing his calendar and schedule, booking room accommodations and travel-related logistics, and recording and communicating important meeting recaps

•Assist with lodging and travel recommendations for out-of-state visitors

•Approve and submit vendor invoices and expense reports in Concur SAP for the CIO and self; prepare monthly business credit card expense submissions.

•Coordinate office charity events and volunteer opportunities with Dellwood’s Charitable Contributions Committee.

•Track and communicate team PTO, WFH, and in-office schedules, and report deviations from expected schedules.

•Submit tickets for employees travelling oversea to work remotely

•Create and communicate standard operating procedures and distribute process documentation to the team