543 Thames Street
Newport, RI 02840

Corporate Administrative Assistant

The primary function of this position is to assist in day-to-day operations for busy corporate office, serving as administrative support for all corporate team members as necessary. Duties may include but are not limited to:

Oversight of daily/weekly/monthly/annual office operations

  • Keep inventory of office, kitchen, and cleaning supplies & place orders to replenish as needed
  • Maintain the overall cleanliness of the office throughout the week (kitchen, bathrooms, inventory, entrance, etc.)
  • Communicate concerns to the contracted cleaning company
  • Organize and execute monthly birthday celebration for corporate employees (invite, card, cake, set-up, and clean-up)
  • Handle items requiring shipment and return via various vendors to include visiting shipping locations & maintain inventory of stamps/FedEx envelopes
  • Decorate the office for holidays (inside and out) and ensure décor is taken down and neatly put away within a reasonable timeframe
  • Booking of the holiday party (organize, contract, invite, assist with gifts)
  • Organize contacts/addresses for those who will receive holiday gifts, order, package, and ship

Front desk reception

  • Answer, screen, and direct all phone calls both inside and outside of the organization
  • Warmly greet and direct all foot traffic who enter the building
  • Receive, sort & distribute daily mail
  • Monitor checks on check log, distribute to the people expected to pick them up
  • Set up, confirm, send & receive deliveries (UPS, FedEx, Staples, Etc.)
  • Make sure the TV in the front window is playing the marketing video (daily—needs to be reset)

General office assistance and support

  • Serve as primary administrative assistant to President and COO including assistance with travel and dining arrangements; support with conferences and all members attending (travel arrangements/accommodations/restaurant reservations); and ad-hoc projects.
  • Set up the conference room for meetings ensuring room is tidy and climate is comfortable
  • Fax, scan, copy & print any documents requested by leadership
  • Printing blueprints for contractors on the Canon printer (ensure printer is maintained)
  • Upon request, print documents, indicate where signatures are needed, correspond with companies/individuals requiring signatures to ensure they are sent timely to the appropriate place (both originals and electronic copies)

Required Skills/Qualifications:

  • Proficiency in Microsoft Office including Outlook, MSWord, and Excel
  • Candidate must present a positive attitude and is able to be a team player
  • Excellent customer service and professional communication skills (both written and oral)
  • Ability to prioritize and manage multiple tasks simultaneously, follow through on issues in a timely manner
  • Positive, result focused individual able to prioritize and be adaptable in a fast-paced environment
  • Self-starter, resourceful and able to work with or without supervision
  • Ability to follow systems and processes, enter computer data in a timely manner, and detail oriented
  • Knowledge of Yardi property management software a plus, but not required.
  • High school or equivalent education (Preferred)
  • Administrative experience: 1 year (Preferred)

Equal Employment Opportunity Employer

543 Thames Street, Newport, RI 02840 | 401-845-2200 | info@landingsgroup.com | Privacy Policy |