<![CDATA[JBL Resources: jobboards]]> https://JOBS.JBLRESOURCES.COM/ en-us <![CDATA[Administration Assistant]]> Administration Assistant
Location: Phoenix, Arizona
About Our Client:
Our client has built a high-trust, people-first culture driven by real employee feedback and a commitment to innovation, collaboration, and performance. Known for fostering an environment where employees feel valued, supported, and empowered to grow, the organization continues to set itself apart as an employer of choice. Working here means joining a team of top technical professionals bringing cutting-edge products to the forefront—offering driven individuals the opportunity to make a meaningful impact every day.
Key Responsibilities:
  • Providing administrative and clerical duties to support the site under general supervision.
  • Serving as the primary point of contact for visitors and interacting with various departments across the site.
  • Answering telephones and providing information in accordance with company policy, while screening calls and taking messages.
  • Receiving visitors and directing them to the appropriate location.
  • Updating procedural processes for the reception area to improve efficiency.
  • Screening mail and responding to routine inquiries using standardized formats.
  • Managing intercompany mail between multiple building sites to ensure proper delivery.
  • Working with the facilities lead to maintain and improve office décor, branding, and furnishings.
  • Establishing and maintaining site-specific administration files and records for easy access.
  • Maintaining facility and departmental distribution lists to facilitate communication.
  • Assisting the Site Lead and HR by establishing office policies and procedures and coordinating department activities.
  • Coordinating with various vendors to provide site services and recommending new vendors as needed.
  • Coordinating payment for facility vendors, including expense reporting for the Site Lead.
  • Solving problems for site employees and handling end-to-end completion of site-support tasks and projects.
  • Supporting the coordination of local recognition awards, events, and activities such as spot awards and service awards.
  • Ordering and maintaining office and kitchen supplies to support daily operations.
  • Supporting special requests from managers to ensure smooth workflow.
  • Coordinating, catering, and executing all onsite and offsite people-related activities, including product launch parties, celebrations, and townhalls.
  • Serving as the primary resource for setting up and taking down activities.
  • Acting as an ambassador to the business by hosting high-profile visitors.
  • Scheduling the use of conference rooms for guests and supporting staff with conference room operations.
  • Assisting in the creation of PowerPoint presentations, Excel files, Word documents, and shared files via Microsoft Teams.
  • Maintaining and coordinating calendars and schedules for BU leadership at the site.
  • Coordinating travel planning and booking for the BU leadership team.
  • Managing the expense report process for BU leadership.
  • Responsible for coordinating weekly, monthly, and quarterly Zoom calls, highlights, and communication.
  • Working on special projects as assigned to support overall operational efficiency.
Qualifications:
  • Associates or Bachelor’s degree preferred.
  • 3-5 years of relevant experience, especially in an executive or administrative support capacity.
  • Strong organizational and adaptability skills.
  • Exceptional professionalism in client and customer-facing interactions.
  • Proficiency with Microsoft Office Suite (PowerPoint, Excel, Word).
  • Experience with Concur expense reporting and travel arrangements.
  • Excellent communication skills and the ability to manage multiple priorities with ease.
  • Experience supporting senior leadership or VP-level executives.
  • Familiarity with virtual meeting platforms such as Microsoft Teams and Zoom.
  • Knowledge of office branding, decor, and vendor coordination.
  • Event planning and coordination experience for onsite and offsite activities.
  • NO C2C CANDIDATES

Interested Candidates please apply on our website at https://jobs.jblresources.com.
For more information about our services and great opportunities at JBL Resources, please visit our website: https://www.jblresources.com.
JBL Resources is proud to have earned the reputation of being a premier provider of top talent professionals in the fields of engineering, human resources, logistics, operations, and supply chain management. As specialists in both permanent placement and contract services, our mission is to help companies and individuals become all they were created to be.
**JBL is an Equal Opportunity Employer and E-Verify Company
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