FosterThomas, Inc. is a leading Human Capital Management Firm. We are assisting our client in their search for an Office Coordinator/Assistant Corporate Secretary in Annapolis, MD.

This position is full time and offers a flexible hybrid work schedule. This would be 2 days in office and 3 days working remote.

The Office Coordinator will provide support primarily to the President and executive management staff in the day-to-day office operations.

Primary Functions/responsibilities:

• Answers and screens phone calls and greets and assists visitors when they arrive at the office.
• Reviews and maintains various ASRI corporate documents (policies and procedures, corporate organizational chart, asset audit list, etc.).
• Manages Timesheet administration.
• Mail sorting, monitor email inbox, and shipping management- i.e. - sending supplies to customers, printing stamps, and overseeing main ASRI email inbox.
• Maintains office and break room supplies.
• Submit and monitor facility maintenance tickets for office space.
• Coordinates luncheons for employees’ anniversaries and birthdays and coordinates corporate holiday events.
• Manages holiday card lists, birthday cards, anniversary plaques, get-well cards and flowers, and submitting shirt orders, when requested.
• Coordinates various vendor services – i.e. shredding services, water delivery, document digitization, UPS, etc.
• Assists with HR coordination – i.e. - benefits open enrollment, DEI/Ethics training, corporate holiday list, etc.
• Maintain W-9’s and AP receipt scanning for vendors.
• Maintain IT expense spreadsheet and provide support to IT manager, as necessary.
• Support operations with miscellaneous special projects and duties – i.e. renewal process.
• Record meeting minutes for all major internal meetings.
• Content management for the company SharePoint homepage.
• Provides support for all ASRI staff as needed.
• Arrange for three Board meetings per year at either headquarters or at hotels, book hotels for the Board members, transportation, and arrange for the Board dinners.
• Arrange for the ASRHI Stockholders meetings, mail announcements to the Stockholders, take minutes and serve as an inspector for the election of the new directors.
• Assist with Board documentation, Board minutes and preparation of Board packages.
• Provide support to the management team for all major projects.
• Performs other related duties as assigned.

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks and to seek guidance when appropriate.
• Willingness to take on new roles as part of a small company.
• Ability to function well in a high-paced and at times stressful environment.
• Proficient with Microsoft Office Suite, SharePoint, and Adobe.

Education and/or Experience Requirements:
Minimum:

• Bachelor’s degree and 5+ years of related office administration experience or a combination thereof.

Physical Requirements:
The physical demands described herein are characteristic of those that must be met to successfully perform the essential functions of this position:

• Constantly operates a computer/smartphone/tablet.
• Regularly required to maintain a stationary position sitting at a desk and working on a computer.
• Move about the office and the local metropolitan area.
• Determine what others have said or written and converse with others and exchange accurate information.
• Regularly required to sit, stand, bend, reach, and move about the office.
• May also include occasional bending, stooping, squatting, and/or pushing and pulling or moving, e.g., to pack, unpack, and/or move cases.
• Occasionally required to move, raise, reach, and/or retrieve binders, books, boxes, and files up to at least 25 lbs.
• Relocation Not Provided

The physical demands and work environment that have been described are representative of those an employee encounters while performing the essential functions of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act.

EEO Statement: FosterThomas is an equal opportunity employer and is committed to equal employment opportunities in recruitment, hiring, promotion, training, compensation and disciplinary action with regard to the terms and conditions of employment.  FosterThomas does not discriminate on the basis of race, religion, national origin, color, age, sex, disability, marital status, gender identity genetic information, sexual orientation, or sex, including pregnancy and childbirth, veteran status or any other legally protected characteristic.