Job Details
The Office Assistant is responsible for providing administrative support to the office location to ensure continuity of daily office functions and operations. This position coordinates with leadership to provide administrative services in conjunction with global practice and business line goals and objectives. The Office Assistant coordinates office support services and facilities management to ensure organizational effectiveness and efficiency of the office.
- Provide administrative support for document delivery including, but not limited to printing, binding, notarizing, and mailing.
- Maintain safety and cleanliness of office reception area, kitchen, conference rooms, other shared spaces, furniture, and equipment.
- Order office, kitchen, and bathroom supplies and monitor inventory based on needs.
- Welcome all guests, clients, and visitors in a professional and friendly manner.
- Direct incoming calls to the proper party within the organization.
- Plan, coordinate, and facilitate on-site and off-site meetings, including catering, rentals, room configurations and attendance. Microsoft suite experience.
- Assist office leadership with calendar management, conference call scheduling, related conference room set up, expense reports, and meeting coordination as requested.
- Prepare messaging and correspondence including meeting agendas, and meeting minutes as directed by management.
- Receive and sign for office mail and packages and contact the employee-owner for pickup.
- Monitor, review, and approve standard expenditures to ensure the activities of the office are conducted within established budgets.
- Process office accounts payable invoices.
- Administer office access security (badging and keys).
- Coordinate with building management to address and resolve any office maintenance issues.
- Troubleshoot tech issues with printers and submit support tickets for repair or replacement.
- Complete all other duties as assigned. (i.e., putting up holiday decorations).
- Job Requirements: Must be punctual, must be professional, and must sit in office/onsite everyday (M-F)
- Must have advanced knowledge of Microsoft Suite (Outlook, Excel, PowerPoint, etc.) - must reflect on resume
- High school diploma or equivalent. Minimum of one year of applicable office/administrative experience.
- Advanced knowledge of Microsoft Suite
- Ability to work independently, demonstrating accuracy, reliability, and problem-solving skills.
- Excellent organizational skills, attention to detail, prioritization and time management skills.
- Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e. clients, vendors, business partners, community leaders).
- Ability to exercise discretion and confidentiality.