Administrative Assistant I

Job Description...
This job is with Encode Inc, a fully owned subsidiary of LanceSoft.
Working Model: 100% on-site
Working Hours: 8am - 5pm, Monday - Friday, Flexible
Interview Process: In person, panel, multiple rounds

Position Summary
Key Responsibilities & Critical Needs
1. Environment & Space Management
Maintenance & Organization: Ensure the entire Experience Center and its surrounding work environments are clean, orderly, organized, and fully operational at all times.

Collaboration Areas: Maintain all collaboration zones, meeting rooms, and presentation spaces in a "presentation-ready" state. Proactively check for technical readiness, cleanliness, and proper supply stocking.

Asset Tracking: Monitor and manage equipment, collateral, and supplies specific to the Experience Center.

2. Client Visits & Guest Hosting
Visitor Experience: Serve as the primary point of contact and welcoming host for high-profile clients, customers, partners, and executive leadership visitors.

Visit Coordination: Coordinate end-to-end itineraries for customer visits, including building access, agenda management, and guiding guests through the facility.

Hospitality: Ensure a professional, hospitable atmosphere that reflects company standards and values.

3. Event Management & Catering
Event Support: Plan, coordinate, and execute on-site events, workshops, product showcases, and team gatherings hosted within the Experience Center.

Catering Logistics: Manage food and beverage requirements for client visits, meetings, and center-led events, including vendor coordination, menu selection, setup, and teardown.

Scheduling: Collaborate with cross-functional teams to manage space reservations and prevent scheduling conflicts.

Qualifications & Competencies
Experience: 2+ years of experience in administrative support, office management, hospitality, or corporate event coordination.

Organizational Skills: Exceptional attention to detail with the ability to manage multiple priorities in a fast-paced environment.

Communication & Interpersonal Skills: Professional demeanor, polished presentation, and strong verbal skills for hosting clients and executive stakeholders.

Proactivity: A self-starter who anticipates needs, spots operational gaps, and resolves issues before they impact visitors or staff.