Front Desk & Administrative Specialist

The Position

The People Services & Culture Administrative Specialist is responsible for supporting day-to-day operations of the Pasadena People Services & Culture department. This role involves assisting in coordination of maintenance, repairs, and general upkeep of the kitchen and copy equipment, as well as managing vendor relationships and supporting internal teams. Additionally, the Administrative Specialist will assist site leadership with necessary support. This role will work closely with cross-functional teams to ensure smooth operations.

This role is based 5x a week onsite at our Pasadena, CA Corporate Headquarters.

Responsibilities

• Manage the front desk by greeting visitors and guests; determine the purpose of each person's visit and direct or escort them to the appropriate location.
• Manage the site Lunch Program, including working with vendors, set-up and break-down, and budget forecasting and reporting.
• Maintain kitchen and pantries, including coffee prep, and ensure they are clean and fully stocked.
• Manage incoming and outgoing mail
• Prepare offices for new employees and clean offices for departing employees
• Ensure office and conference room nameplates are installed and current.
• Manage vendor services, invoices and contracts, contact information, COI requests and management of COIs.
• Work with vendors for operational equipment repairs, such as water and coffee machines, etc.
• Assist in planning employee events and/or services
• Manage site meetings upon request, including food and beverage needs when required, and work with IS&I and/or other departments as necessary.
• Coordinate business activities including luncheons, conference registrations, or similar events.
• Provide site tours as needed.
• Provide general administrative support as needed
• Support the Talent Acquisition team with scheduling interviews and other administrative tasks
• Maintain general office aesthetics and appearance
• Other special assigned projects which support People Services & Culture at both a local and company-wide level

Requirements:

• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Advanced proficiency in Microsoft Office Suite.
• Ability to communicate effectively with stakeholders at all levels.

Preferred:

• Event Planning Experience
• Experience working within a budget
• Notary Public