The Office Assistant supports day‑to‑day workplace operations in a highly client‑facing environment by serving as a welcoming first point of contact for guests, providing hands‑on support for internal and client meetings, and acting as a liaison between internal teams and building management. This role is essential to creating professional, highly-efficient, and well‑coordinated office experience.
The schedule varies week-to-week and requires flexibility to accommodate meetings with notice a week in advance.
Key Responsibilities
Guest & Front‑of‑House Management
- Greet and assist visitors, clients, and vendors in a professional and courteous manner
- Manage guest check‑in procedures
- Coordinate with hosts to ensure a smooth guest experience
- Maintain a professional, hospitality‑driven guest experience aligned with client expectations and brand standards
- Maintain common areas to ensure a clean, organized, and welcoming environment
Meeting & Event Support
- Assist with meeting room setup, AV equipment, and supply readiness
- Coordinate catering, refreshments, and room scheduling for meetings and on‑site events
- Provide end‑to‑end support for client meetings, including greeting attendees, coordinating room readiness, and partnering with meeting hosts to keep schedules running smoothly
- Provide basic troubleshooting support for conference room technology or escalate issues as needed
- Ensure meeting spaces are reset and ready for subsequent use
Liaison with Building Management
- Serve as a point of contact between the office and building management for facilities‑related needs
- Submit and track building service requests (e.g., HVAC, lighting, cleaning, access)
- Coordinate vendor access and escort as required
Office & Administrative Support
- Assist with general administrative tasks such as ordering office supplies and maintaining inventory
- Support space‑related initiatives such as moves, or reconfigurations
- Provide ad hoc support to workplace, facilities, or operations teams as needed
Qualifications
Required
- High school diploma or equivalent
- 1–3 years of experience in an office, administrative, hospitality, or facilities support role
- Strong customer service and interpersonal skills
- Ability to manage multiple tasks and priorities in a fast‑paced environment
- Proficiency with Microsoft Office (Outlook, Teams, Word, Excel)
Preferred
- Experience working in a corporate office or multi‑tenant building
- Familiarity with conference room AV systems and meeting technology
- Experience coordinating with property management or external vendors
Skills & Competencies
- Professional demeanor and strong communication skills
- Discretion and sound judgment when handling client interactions, confidential information, and executive or customer‑sensitive meetings
- Attention to detail and follow‑through
- Problem‑solving mindset with a service‑oriented approach
- Ability to work independently and collaboratively
- Physical ability to assist with light lifting and room setup
Working Conditions
- Part‑time, 10-20 hours weekly, onsite role during standard business hours
- Occasionally early morning or after‑hours support may be required for meetings or events