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Office Administrator

State College, Pennsylvania, United States

Minitab is currently seeking an Office Administrator to be onsite in our State College, PA Headquarters office. 

This role plays a vital part in fostering a professional, organized, and welcoming environment, contributing directly to Minitab’s commitment to high standards with attention to detail and proactive problem-solving. By managing essential administrative functions and supporting executives, managers, and departments, the position ensures operational efficiency, enhances communication, and promotes a positive first impression for visitors. By carefully managing reception and enforcing security protocols, the individual ensures a secure environment while supporting compliance with data protection and organizational standards.

Responsibilities Summary:

Assist with the timely and accurate processing of high-priority executive expense reports, ensuring meticulous attention to detail and prompt submission. Manage a high volume of company vendor forms, thoroughly verifying the accuracy of information, required documentation, and efficient processing in alignment with organizational guidelines. Collaborate closely with the finance department on regular tasks, including but not limited to, the preparation of daily bank deposits, attachment of global vouchers, and the precise coding and processing of invoices to maintain financial integrity.

Provide essential administrative support to various departments, including legal, sales, and customer success, ensuring adherence to company policies, procedures, and compliance standards. Manage confidential materials, such as legal documents, contracts, and sensitive financial information, with discretion and confidentiality.

Support the planning and execution of onsite training sessions and corporate events, coordinating logistics such as catering arrangements, meeting material preparation, and visitor transportation. Ensure that all event-related tasks are executed smoothly, contributing to an organized and successful experience for attendees.

Provide comprehensive administrative support, ensuring smooth day-to-day operations. Coordinate department projects by tracking progress, maintaining project timelines, and supporting the completion of deliverables.

Assist in preparing reports, correspondence, manuals, and other essential documents for the office. Deliver professional reception support by greeting and directing visitors with a welcoming and helpful approach. Manage incoming phone calls by answering, screening, and transferring them efficiently, ensuring clear communication across the office.

Maintain office supply inventory, promptly restocking as needed, and coordinate office maintenance to support a functional work environment. Assist with special projects and other tasks as required, contributing to the department's overall success and operational excellence.

Maintain oversight of building access by verifying all visitors, vendors, and customers, ensuring security protocols are strictly followed and in line with organizational standards. This role serves as the front-facing representative of the organization, requiring the highest level of professionalism, respect, and consistently delivering exceptional customer service.

Qualifications

Minimum three years experience in an office administrative role in a business/corporate setting supporting management and executive team members.

Highly proficient in Office 365, excellent organization and professional communications including experience handling highly confidential matters. 

Associate's degree in related field preferred. Will consider equivalent years of experience in lieu of degree.

Notary public certification or willing to obtain certification

May require domestic travel: less than 10%

Ability to bend, stoop, lift, and transport objects weighing 20 pounds.

 

Qualified applicants will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.  

 


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