Office Assistant
A growing organization is seeking a seasoned Office Assistant to provide high-level administrative and operational support in a fast-paced office environment. This is a fully onsite role requiring a Monday through Friday schedule and is not eligible for remote, hybrid, or flex scheduling.
The Office Assistant will play a key role in ensuring the smooth day-to-day operation of the office by supporting leadership, office staff, and project teams with a wide range of administrative, financial, and operational responsibilities.
Key Responsibilities
- Provide administrative support to office leadership, including calendar management, appointment scheduling, conference calls, travel arrangements, expense reports, and meeting coordination.
- Support office staff and leadership with daily operational and administrative tasks.
- Assist project teams with proposal development and project-specific tasks such as issuing purchase orders, maintaining schedules, tracking budgets, and monitoring financial information.
- Manage reception area duties including greeting visitors, answering phones, and directing inquiries appropriately.
- Plan, coordinate, and facilitate onsite and offsite meetings, trainings, and events.
- Coordinate office events, catering, conference room scheduling, and event setup and breakdown.
- Prepare correspondence, meeting agendas, meeting minutes, reports, presentations, memos, and other business documents.
- Gather, compile, proofread, and analyze information for reports, presentations, and financial documentation.
- Utilize Excel and PowerBI to analyze business plans, budgets, and financial reports.
- Maintain seating and organizational charts using Visio.
- Review and process office expenditures, accounts payable invoices, and budget tracking.
- Oversee office appearance, supplies, furniture, equipment, kitchenette organization, and inventory management.
- Administer office security access, including badges and keys.
- Support onboarding and offboarding activities in coordination with management and human resources.
- Manage office correspondence, mail, packages, and communications.
- Coordinate with building management regarding office maintenance and facility needs.
Qualifications
- High School Diploma or GED required.
- Minimum of 4 years of relevant office, administrative, or clerical experience required.
- Advanced proficiency with Microsoft Word, Excel, and PowerPoint required.
- Experience using PowerBI and Visio strongly preferred.
- Strong organizational skills with exceptional attention to detail.
- Ability to manage multiple priorities and deadlines in a fast-paced environment.
- Excellent written and verbal communication skills.
- Ability to work independently with strong reliability, professionalism, and problem-solving abilities.
- Demonstrated ability to interact effectively with leadership, clients, vendors, and business partners.
- Ability to maintain discretion and confidentiality.
