This position is responsible for various administrative functions to support smooth and consistent functioning of the Chicago office location. This highly visible position will support the office and work with the HR/Finance/IT team to provide administrative support to Ascend Team members. The position requires regular attendance at the Chicago office. There is flexibility to work from home 3-4 days per month.

RESPONSIBILITIES:

Facilitate and organize quarterly business review meetings (QBRs) and quarterly board meetings. Manage all aspects of the meetings: scheduling, agenda preparation, printing, board room organization & preparation, food delivery with attention to dietary restrictions, dinner reservations for large groups, and all other tasks related to the facilitation of an executive level meeting.
Welcome clients and visitors to the office. Arrange all security access and assist visitors with refreshments, directions, WiFi access and meeting agendas as needed.
Manage, sort, and dispense incoming mail. Ship AP checks via Fedex to the bank lockbox.
Receive packages and deliveries and forward to the appropriate recipient.
Ship new hire laptops, new hire swag, other HR items weekly.
Serve as the main contact and owner of the Ascend Fed-Ex account. Work with Fed-Ex account rep on pricing, billing issues, and supply orders. Coordinate with AP to monitor monthly charges and resolve billing issues and discrepancies.
Clean and tidy public office spaces and kitchen. Organize and store technical equipment.
Maintain stock and replenish office supplies, snacks, coffee, drinks and kitchen supplies.
MAINTAIN and CLEAN COFFEE MACHINE on a daily basis. Learn how to operate and maintain the coffee machine.
Manage office equipment and maintenance/break/fix. (items like ice machine, fridges, dishwasher, printer, etc).
Assist with reserving conference space for meetings and AV set-up, maintenance.
Register guests with building security, issue security badges to team members and deactivate badges through building work order system.
Request office maintenance work orders through building management system.
Ship laptops, headsets, and technical equipment to new team members as needed.
Organize swag/team member gift items and storage closet. Coordinate with swag vendor on replenishing items. Ship team member swag items.
Coordinate office catering orders for business meetings and in-office events.
Assist HR with organizing and preparing office for team member social events.
Notify and remind all parties of upcoming events, lunches, meetings etc.

HR DUTIES

Handle all employee employment verifications and mortgage verification requests.
Field HR questions that arrive to the company voicemail.
Manage Expensify account. Add users, delete users, update managers in the system.
Manage the Ascend store. Maintain Falcoin account balances. Add coins and delete from account as items are purchased in store.
Create and distribute the monthly team newsletter.
Serve as one of the lead members of the Ascend Culture Committee. Share ideas and contribute to team meetings. Help execute plans for culture activities and giveback initiatives.
Organize and maintain the HR electronic storage system (Box) and the HR Sharepoint.
Update policies, documentation, information in Paycor.
Gather documentation required for various HR audits throughout the year. Support team in Paycor and benefit system audits.
Other clerical duties to support HR, IT, and Finance teams as assigned.

MINIMUM SKILLS AND EXPERIENCE:

Experience in an office coordinator, executive assistant, or office manager position required. 3-5 years minimum of proven performance in an office admin function.
Human resources administrative experience highly preferred.
Experience planning, organizing, and preparing executive level meetings, functions, and events.
Exceptional organizational, time management, and customer service skills.
Adaptable with the ability to establish priorities, handle multiple tasks, and work independently.
Desire to work in an exciting, high-energy environment. Flexibility and willingness to go above and beyond.
Proficiency in Microsoft Office required.
Willingness and ability to demonstrate Ascend core values: Accountability, Integrity, Can-Do Attitude, Transparency

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Ascend Technologies

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