"Alerted.org

Office Administrator (Part Time)

Job posting will be removed 12/31/2025 and all applicants reviewed after.

No Agency or search firms will be utilized.

POSITION TYPE: Part Time

SCHEDULE: Likely 9 am – 3:30 pm M-TH

Job Purpose

Serve as the first point of contact for visitors and guests, conveying a professional and positive impression of the company. Execute the ongoing administrative functions of the front office, along with supporting and managing various tasks as needed.

Essential Functions

+ Provide effective, friendly, and professional customer service communication via personal/telephone/email contact

+ Facilitate and maintain front office documents (e.g., Visitor Sign In Logs, Confidentiality Agreements, etc.)

+ Communicate via telephone, digitally, and in person to internal and external stakeholders, partners, providers, and corporate leaders, maintaining effective, friendly, and professional customer service

+ Screen and prioritize communications from internal and external sources

+ Determine proper course of action for incoming requests, calls, and correspondence, directing to appropriate person or operational area

+ Anticipate the needs of the leadership team and key partners; act accordingly

+ Manage and maintain calendars/schedules, using sound judgment to prioritize meetings

+ Manage conference room reservations

+ Organize and manage all details related to arranging business meetings, including onsite/offsite logistics, working with other affected areas’ designees, catering, remote access, communication, etc.

+ Maintain and manage travel schedules, including scheduling appointments, making travel arrangements, etc.

+ Manage executive expense reporting as requested

+ Manage office supplies and place orders as needed

+ Conduct orientation for new hires at the corporate office as needed

+ Manage special projects as assigned

+ Proactively look for ways to make improvements within the organization

+ Comply with all food safety requirements, training, policies, and procedures

+ Perform other job-related duties as assigned

Qualifications (Education, Experience, Competencies)

+ Associate's degree and/or 5 equivalent years of experience

+ 6+ years of experience supporting senior-level executives

+ Proficient in Microsoft Office applications: Word, PowerPoint, Excel, and Outlook

+ Excellent verbal and written communication skills

+ Professional executive presence with the ability to build strong working relationships with people both internally and externally

+ Strategic gatekeeping and diplomacy skills

+ Possess independent initiative and judgment

+ Ability to maintain confidentiality at all times

+ Ability to manage many details related to calendaring/scheduling, follow-up requests, travel-related planning, etc., simultaneously with low rate of error

+ Ability to organize, manage multiple priorities, and maintain high attention to detail in a fast-paced environment

+ Ability to problem-solve and think proactively, anticipating needs and taking initiative to eliminate any potential bottlenecks that may arise

+ Self-motivated, goal oriented, quality driven, and capable of working independently with minimal supervision

+ Ability to work a set office schedule (9 am – 3:30 pm M-TH), hours may be flexible

+ Ability to travel and work offsite for company events