Rivet Hiring for Office Admin at Washington, DC Full Time

Responsibilities:

Workplace Operations & Support

· Respond to inquiries for support from employees working remotely and in office.

· Maintain and update all inventory lists, including fixed assets, vendor lists, office equipment, and artwork, organizational charts, staff lists, and distribution lists

· Conduct office tours for DC based and visiting staff providing orientation on office equipment and other office and building amenities.

· Maintain DC workspace assignment in space management software in coordination with the Operations Manager and regularly update the staff contact list.

· Maintain the central DC office intranet site.

· Other projects, as assigned.

Administrative Support

· Process credit card expenses and invoices promptly, including obtaining manager and director approval. Reconcile invoices and vendor statements.

· Work with Operations to promote adequate data and information entry in Concur for credit card charges and invoices.

· Provide calendar management and general administrative support for Workplace management team.

Meetings and Events

· Assist in the scheduling, planning, and coordinating virtual, in-person, offsite, and hybrid events and meetings.

· Communicate regularly with vendors providing event services support. Liaises with building management when submitting requests for building tenant event spaces.

· Coordinate travel arrangements as needed by the Events department.

· Attend meetings as needed, and take/distribute comprehensive meeting notes

· Responsible for ordering catering for events held in DC.

· Greet guests at the start of each meeting, fulfill additional meeting requests and provide direct support service, including participating in pre-event meetings and conducting phone or e-mail confirmations daily.

Onboarding

· Prepare new hire/onboarding material, meeting invites and provide administrative support for the onboarding manager.

· Served as assistant and backup for the Operations Manager in orienting new staff, fellows, clerks, and interns in the DC office.

Safety & Security

· Maintains supplies, first aid/CPR, and emergency preparedness kits.

· Participate in training and drills as a floor warden.

Qualifications:

· Bachelor’s degree preferred.

· 1-3 years experience in office administration and clerical support desired

· Excellent computer skills (Outlook, Zoom, Atlas, Microsoft TEAMS, Microsoft Word, and Excel).

· A can-do attitude, meticulous attention to detail, and an unrelenting commitment to high-performance standards.

· The ability to organize, set priorities among multiple assignments, meet deadlines, and function calmly under pressure.

· Flexible, punctual, and exceptionally reliable.

· Have patient phone etiquette as well as a warm friendly demeanor. A team player who will enthusiastically take on tasks that range from intellectually challenging to administrative.

· Office management or executive assistant training is a plus.

· Demonstrates an awareness and sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds, and orientations.

Contributes to creating a diverse, equitable, and inclusive work culture that encourages and celebrates differences.

Job Type: Full-time

Pay: $26.00 – $28.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Supplemental pay types:

• Bonus pay

Work Location: In person