Note: The job is a remote job and is open to candidates in USA. Gestamp is a company seeking an Office Administrative Assistant to provide comprehensive administrative, operational, and logistical support across multiple departments. The role involves coordinating meetings, managing travel itineraries, and supporting office management to ensure efficient daily operations.
Responsibilities
- Coordinate and schedule meetings, video conferences, staff reviews, skip-levels, and leadership sessions
- Arrange domestic and international travel itineraries for executives and employees
- Support office management: maintaining inventory of supplies, kitchen areas, conference rooms, and lobby
- Manage shipping/receiving operations (FedEx, USPS), including outbound shipments of documents, parts, and samples
- Oversee OnGuard badge system: new hire setup, deactivation, time zone configuration, semi-annual badge audits
- Administer Total Connect system for burglar alarm passcodes and employee setup/deactivation
- Serve as primary contact for overnight/weekend burglar/fire alarm alerts
- Support purchasing activities: onboard new suppliers, process PRs, obtain quotes, maintain inventory, manage R&D snack budget
- Coordinate expos, Town Halls, OEM/supplier visits, and employee events (luncheons, holiday gatherings)
- Maintain phone lists, organizational charts, business cards, name plates, and onboarding administrative tasks
- Assist in managing employee vacation schedules and support staffing continuity
- Assist with facilities coordination, preventive maintenance, contractor scheduling, and outage communications
- Respond to recurring information requests and perform confidential administrative duties
Skills
- Provide comprehensive administrative, operational, and logistical support across multiple departments to ensure efficient daily operations, secure facility access, effective communication, and high-quality coordination of meetings, events, and employee services
- Maintain professionalism, confidentiality, and organizational excellence while supporting leadership and contributing to a positive workplace culture
- Coordinate and schedule meetings, video conferences, staff reviews, skip-levels, and leadership sessions
- Arrange domestic and international travel itineraries for executives and employees
- Support office management: maintaining inventory of supplies, kitchen areas, conference rooms, and lobby
- Manage shipping/receiving operations (FedEx, USPS), including outbound shipments of documents, parts, and samples
- Oversee OnGuard badge system: new hire setup, deactivation, time zone configuration, semi-annual badge audits
- Administer Total Connect system for burglar alarm passcodes and employee setup/deactivation
- Serve as primary contact for overnight/weekend burglar/fire alarm alerts
- Support purchasing activities: onboard new suppliers, process PRs, obtain quotes, maintain inventory, manage R&D snack budget
- Coordinate expos, Town Halls, OEM/supplier visits, and employee events (luncheons, holiday gatherings)
- Maintain phone lists, organizational charts, business cards, name plates, and onboarding administrative tasks
- Assist in managing employee vacation schedules and support staffing continuity
- Assist with facilities coordination, preventive maintenance, contractor scheduling, and outage communications
- Respond to recurring information requests and perform confidential administrative duties
- Strong administrative and office management knowledge
- Understanding of security systems (OnGuard, Total Connect)
- Familiarity with logistics, purchasing workflows, and event coordination
- Knowledge of facility operations and contractor coordination
- 1-3 years professional administrative experience
- Experience supporting multiple departments and leadership levels
- Highly skilled in Microsoft Office applications
- Proficiency with access control systems (OnGuard), alarm systems (Total Connect)
- Strong organizational, scheduling, and logistics coordination skills
- Excellent verbal and written communication
- High discretion and ability to work with confidential information
- Ability to multitask with frequent interruptions
- Professionalism under stressful situations
- Strong attention to detail and follow-through
- Ability to interact effectively with all levels of employees and management
Company Overview