Senior Associate, Office Administration

The Senior Associate, Office Administration is a central member of Fresh Energy’s operations team, responsible for the overall administration, coordination, and continuous improvement of our hybrid office operations. Stationed at the front desk, this role serves as both the operational backbone of the office and the first point of contact for staff, guests, and visitors, truly the face of the organization.

This position plays a vital role in ensuring that our office runs smoothly, efficiently, and inclusively. The Senior Associate will manage day-to-day operations including facilities logistics, supply and inventory management, front-desk coordination, vendor and contract management, event support, and mail and communications handling. They will also support the broader administration of the organization by maintaining key operational systems and helping to uphold a welcoming, accessible, and productive work environment.

This role requires strong organizational skills, attention to detail, high emotional IQ, the ability to engage many different types of people, and the ability to adapt in a dynamic and evolving hybrid workplace.

Office Operations and Physical Space Management

• Maintain a consistent in-person presence (4 days per week, 9:00am-3:00pm) to support daily office operations and serve as the primary point of contact for staff, guests, and vendors.
• Provide front-desk coverage as the first point of contact for phone, email, and in-person inquiries.
• Act as lead contact for all incoming calls, relay messages to staff as needed, and manage the [email protected] inbox.
• Manage all incoming mail and package delivery, including scanning and uploading checks into the accounting portal.
• Oversee inventory tracking, ordering, and restocking of office supplies and kitchen items (snacks, beverages, etc.).
• Coordinate and maintain copiers, mail systems, and related office equipment; provide access to key systems like door entry cards and computers for new and existing staff.
• Manage parking vendor relationships, track staff parking expenses, and coordinate with the accounting team as needed.
• Support various departments with special projects as needed, providing operational, logistical, or administrative assistance to help ensure successful execution and cross-team collaboration.

Technology Support

• Serve as the primary liaison for internal IT needs, working closely with external IT vendors and staff to troubleshoot and resolve technology issues.
• Provide staff support and coaching on Microsoft 365 tools, especially SharePoint, Outlook, Excel, Word, and Teams, to enhance workflow and hybrid collaboration.
• Assist with staff onboarding and offboarding, ensuring proper distribution and return of technology and office equipment.

Event and Meeting Support

• Serve as greeter and support lead for internal events, board meetings, and other in-person gatherings hosted at the office.
• Coordinate technology, supplies, and hospitality needs for in-office meetings.
• Lead the weekly setup and Zoom coordination for Fresh Energy’s staff meetings, including preparing and distributing the meeting agenda, managing technical logistics, and taking notes to ensure accurate documentation and follow-up.
• Maintain and manage Fresh Energy’s Key Events calendar, ensuring important organizational dates, internal events, and deadlines are accurately tracked and communicated.
• Collaborate with staff and leadership to support internal meetings, retreats, and other hybrid events.
• Assist with external events, outside or within hours, on an as-needed basis.

Administrative and Financial Coordination

• Assist the Director of Executive Operations with accounts payable (AP) and accounts receivable (AR) matters; serve as backup for invoice entry in financial systems.
• Provide backup support to the COO for vendor communication, invoice troubleshooting, and general operations needs.
• Track staff parking reimbursements and other office-related expenses for accounting documentation.

Organizational Culture and HR Support

• Play a leadership role in facilitating Fresh Energy’s Well-Being Committee, helping to coordinate initiatives, support committee members, and ensure alignment with organizational values and staff needs.
• Collaborate with the HR Manager and COO on onboarding and offboarding processes, including equipment handoff and access setup.
• Assist with internal staff recognition efforts, including celebrations for birthdays, work anniversaries, and life events.
• Help foster a positive, inclusive, and welcoming atmosphere for in-office staff and visitors.

Collaboration and Continuous Improvement

• Participate in weekly coach meetings and bi-weekly check-ins with your operations team.
• Help coordinate the administration and logistics of the upcoming office move, partnering with the COO and other stakeholders.
• Take initiative on projects to improve internal office systems, tools, and operations processes.
• Support the evolution of Fresh Energy’s hybrid work infrastructure, collaborating cross-functionally with staff and the operations team.
• Be flexible and responsive to take on other duties as assigned in support of team and organizational goals.

As a Senior Associate:

• Independently execute projects that generate outcomes and help achieve specific organizational targets. 
• Actively participate in setting team targets and report on targets with minimal assistance from supervisor. 
• Actively participate in cross-department and organization-wide initiatives and opportunities to engage with external partners.